Office Assistant - EXEMPT

Under the general supervision of a Commissioner, Deputy Commissioner or designee, an employee in this class is responsible for providing personalized and confidential administrative support, necessary to ensure a smooth workflow within the office he/she is assigned. Work in this class is distinguished by its highly confidential nature, as the employee will be tasked with various projects and assignments inclusive of administrative support, vetting and processing vendor payments.  

The incumbent is expected to exercise sound independent judgment, coordinate multiple tasks, and demonstrate strong analytical and reasoning skills. This position requires a confidential relationship to a policymaker. 

Performs all administrative functions required for the efficient functioning of the office, not limited to composing and preparing interoffice memorandums and correspondence.  

Coordinates and plans travel arrangements both inter-island and out of the territory for division staff. 

Develops, initiates, maintains, and revise reports; monthly, quarterly, bi-annual, and annually pertinent to the office's functions.  

Provides assistance in the preparation of the annual budget for the Division before submission to the Commissioner for approval.  

Orders and stocks safety, operations, and/or program supplies, inventory, and standardization of supplies.  

Monitors, tracks, and records administrative, financial, and/or program related contracts, memorandum of agreements, miscellaneous disbursements vouchers, requisitions, and miscellaneous encumbrance documents.  

Maintains office filing system for administrative, financial, and/or program staff.  

Advises, assists, and responds to all inquiries received by the Division from the public; Liaises with the Public Relations Coordinator, other Government agencies, and vendors relating to a range of administrative subjects, procedures, and policies consistent with the Department's mission. 

Coordinates and works on special projects. 

Reviews and completes the Time & Attendance for the division staff members.  

Performs other related duties as required. 

Bachelor's degree from an accredited college or university in business administration, accounting, project management, or a related field.  

OR 

High School Diploma or its equivalent from an accredited institution and at least four (4) years of experience in administrative support work.  

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION 

Knowledge of administrative procedures, filing and records management, and other business procedures and terminology.  

Knowledge of software applications, such as Microsoft Office Word, Excel, PowerPoint, and Outlook.  

Knowledge of accounting and procurement.  

Skill in organization, analysis, and problem-solving.  

Ability to maintain confidential information and exercise tact and discretion. 

Ability to prepare accurate, precise, complete, and concise reports. 

Ability to work effectively independently or in a group setting. 

Ability to work within all divisions at various levels. 

Ability to make independent decisions or solve problems by using logic to identify vital facts, explore alternatives, and propose appropriate solutions. 

Ability to write, speak concisely and effectively and the ability to articulate one's thoughts. 

FACTOR 2- SUPERVISORY CONTROLS 

Work is assigned by a higher-level official in terms of the specific project or assignments with overall objective, priorities, and any anticipated problems. The incumbent carries out assignments through to completion, solving problems as they occur while utilizing considerable judgment and latitude of independence. Work progress is periodically evaluated by an objective performance evaluation process. 

FACTOR 3- GUIDELINES 

Guidelines include the VI Code, departmental rules, regulations, and policies, standard operating procedures, and manuals. 

FACTOR 4- COMPLEXITY 

Work involves the organization and coordination of data collection for specific projects, maintains work records and reports. 

FACTOR 5- SCOPE AND EFFECT 

The purpose of work is to collect data or information and to implement projects.  

FACTOR 6- PERSONAL CONTACTS 

Contacts are elected officials, media representatives, departmental staff, employees from other government agencies, managerial personnel, other administrative officials, and the public. 

FACTOR 7- PURPOSE OF CONTACTS 

Contacts are made for research purposes, to collect data and information, to disperse information regarding specific projects and/or permits and to verify that proper procedures are followed. 

FACTOR 8- PHYSICAL DEMANDS 

Work is primarily sedentary; however, some walking may be needed to effectively correspond with the entire department staff. 

FACTOR 9- WORK ENVIRONMENT 

Work is performed in an office setting and may require some travel to visit job sites.