Office Support Specialist - Administration Division
- GENERAL DESCRIPTION
Performs complex and responsible administrative support work of a specialized nature in a functional area of a department which requires the application of policies, and procedures. May perform activities such as directing, scheduling, or controlling specific activities related to the program area. Requires the ability to make independent decisions and decision-making on procedures and operations. Performs other duties as assigned.
- ESSENTIAL JOB FUNCTIONS
- Assists with special event operations at Explore Park such as Illuminights, Adventure Saturdays and concerts.
- Coordinates contracts, change orders and vendor communication for CMP and CIP projects.
- Coordinates administrative details in order to meet goals or deadlines
- Performs various administrative and clerical functions necessary to support departmental goals.
- Maintains records used to process payments to vendors for departmental projects.
- Composes, types, and distributes routine correspondence.
- Assists in the preparation of the departmental budget.
- Coordinates and prepares material for submission to specific county and state offices.
- Oversees distribution and disposition of notices, memorandums, directives and related material.
- Participates in staff meetings and additional task forces, taking notes and preparing minutes as necessary.
- Screens visitors and telephone calls for the department, answering inquiries or referring questions to the appropriate person.
- Creates documents, reports, procedures manuals, tables, and graphs as necessary.
- Maintains department’s cell phone program.
- Prepares and maintains expense reports.
- Establishes and maintains filing system and records for the department.
- Organizes travel arrangements for others within the department.
- Coordinates data and creates annual reports as assigned.
- Operates a variety of office equipment and related software, including transcribing equipment, personal computer, word processor, and other information processing equipment
- Coordinates data and information between departments.
- Trains new employees on departmental procedures.
- Prioritizes and distributes work to clerical personnel assigned to the department.
- Represents the department at various meetings or activities.
- Provides current employee information to Payroll and Human resources departments.
- Maintains appointment’s, schedules, and issues reports as needed.
- Obtains pricing, orders office supplies, and makes other purchases as needed on a monthly basis. Ensures supplies are maintained in an organized manner.
- Performs administrative tasks for Department Director.
- Works at General Services & Parks, Recreation and Tourism Administrative Office.
- Performs other duties as assigned.
- REQUIREMENTS/PREFERENCES
Education
Required: High school diploma or equivalent supplemented by business school or college level courses in Business English and Business Mathematics OR any equivalent combination of education and experience which provides the required knowledge, skills and abilities.
Preferred: Associates Degree
Experience
Required: Considerable experience in progressively responsible support work.
Certifications/ Licenses
Must possess a valid Virginia driver's license and have a good driving record.
Knowledge, Skills and Abilities- Comprehensive knowledge of office terminology, policies and procedures
- Knowledge of secretarial techniques, business English, spelling and arithmetic
- Knowledge of rules, regulations and ordinances administered by the Department
- Ability to communicate effectively both orally and in writing
- Ability to perform quantitative and narrative reporting
- Ability to interpret and implement policies
- Ability to perform administrative duties
- Ability to direct the activities of other employees, if necessary
- Ability to exercise some decision-making authority on procedures and operations using guidelines in place for Roanoke County financial matters
- Ability to maintain the confidentiality of information handled in the department
- Skill in the use of a computer and scanning equipment
- Skill in the use of Microsoft Office suite.
- Skill in organizing and performing administrative functions.
Successful applicant must not have been convicted of any criminal offenses and will undergo a background investigation to determine suitability for the position. May be subject to DMV driving record review as required by amount of work related driving, specified by support responsibilities. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description.
Supervisory Responsibilities
None- OTHER INFORMATION
Full-time employees are eligible for a comprehensive benefit package that includes:
• Progressive Flexible Leave Plan with cash-in option
• Eleven paid holidays
• Short Term Disability Insurance
• Long Term Disability Insurance
• Health, Vision and Dental Insurance
• Life Insurance
• Flexible Spending Accounts - Medical and Dependent Care
• Virginia Retirement System - Membership in VRS is automatic upon hire into a covered position. County contributes and employees pay their membership contribution.
• Deferred Compensation Plan with County Match
• Employee Assistance Program
• Credit Union Membership