Office Support Specialist (Open Until Filled)

Roanoke County   Roanoke, VA   Full-time     Administration / Clerical
Posted on November 22, 2021
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GENERAL DESCRIPTION

Performs administrative support for Parks, Recreation, and Tourism. Performs complex technical work and responsible for providing assistance in customer service, cash handling, ticket sales, and facility rentals, while maintaining comprehensive recordkeeping and financial accounting procedures. Performs other duties as assigned. Reports directly to the Business Coordinator.

ESSENTIAL JOB FUNCTIONS

•    Administrative and office support for Administration located at Kessler Mill. Works shifts at special events such as Illuminights.
•    Assists in the setup and monitoring of the registration and ticketing system.
•    Support the marketing department in training of new software.
•    Is a lead worker to and assists with the training of: clerical, customer service and rental staff, and volunteers assigned to the department.
•    Coordinates use and maintenance of pool vehicles.
•    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.
•    Organizes and maintains the supervisor’s schedule.
•    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, personal computer, and other information processing equipment
•    May assist in the screening process for open positions within the department.
•    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.
•    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 other duties as assigned.

REQUIREMENTS/PREFERENCES

POSITION REQUIREMENTS/PREFERENCES
Education    
Required: Associates degree from an accredited college in the area business administration, hospitality management or combination of education, training, and experience which demonstrates the ability to perform the work described.

Preferred: Bachelor's degree from an accredited college or university with an emphasis in public administration.
Experience    Required: Progressively responsible experience in office administration

Certifications/ Licenses  
Required: Valid Virginia driver's license with good driving record. Current CPR, First Aid, and AED certification or ability to obtain. Notary or ability to obtain.

Knowledge, Skills and Abilities   
 •    Comprehensive knowledge of generally accepted accounting principles, financial record keeping, budget development, and administration.
•    Skill in the use of computers to include commonly used software programs such as Word and Excel.
•    Ability to learn and effectively use new software programs.
•    Ability to plan, to develop and maintain effective working relationships with employees, customers and the general public.
•    Effective communication skills both verbally and in writing with a wide variety of staff and customers.
•    Ability to handle a high volume of business demands and service requests received each day.
•    Ability to plan and complete projects and assignments while meeting established deadlines.
•    Ability to analyze performance and evaluate against established objectives.
•    Ability to prepare clear, concise financial and administrative reports.
•    Ability to make decisions where use of discretion and judgment are required.
•    Ability to maintain the confidentiality of sensitive information.
 
Additional Requirements
Subject to a complete criminal history and Child Protective Services background search with acceptable results. Following a conditional offer of employment, must pass a post offer physical examination. Must be able to perform the job as described in the Physical and Environmental Demands section of this job description. May be subject to DMV driving record review as required by amount of work related driving, specified by support responsibilities. Must be willing to work a flexible schedule including nights, weekends and some holidays.

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
• Twelve 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
 


Roanoke County

Roanoke , VA