Administrative Assistant

The Planning & Development Administrative Assistant is responsible for providing administrative support to the Planning and Development Department staff and other employees as designated by the department director. Work is performed under supervision of the Director of Planning and Development. This position is part-time up to 40 hours per week. Hourly Rate: $25 - $32 depending on qualifications

Essential Function

Manage Planning and Development invoices and purchase orders and maintain records of invoices and payments in accounting software and project files.In coordination with Project Managers, administer and assist with requests for proposals, construction bidding process, and construction contracts throughout project lifecycle.Update and maintain a neat and orderly digital and paper filing system, including cataloguing and cross referencing new and existing Planning and Development project plans and files.Maintain a program for tracking significant dates for Planning and Development projects (i.e., annual fee payments, payment adjustments, renewal of insurance certificates, warranty expirations).Maintain and monitor status of active development projects, including project status reports, project budget worksheets, and open purchase order reports.Maintain and monitor data base of active and archived permit projects.Prepare correspondence, interoffice memoranda, reports, and manuals using personal computer.Proofread written material for procedural and grammatical accuracy.Attend meetings and prepare reports/minutes as assigned.Assist with financial tasks and audit reports as necessary.Perform filing of all Planning and Development staff paperwork.May attend NOVA Parks board meetings and record minutes.Assist with preparation and distribution of board packets, minutes, and agendas.Other duties as assigned.Minimum Qualifications

Graduation from high school with three years of administrative work experience or equivalent combination of education, experience and training. Experience in the fields of construction or architecture/engineering preferred, but not required.Ability to perform non-manual work with strength and dexterity necessary to perform all required tasks, including lifting, stooping, bending and working in tiring and uncomfortable positions in an office setting.Knowledge of modern office practices and procedures.Working knowledge of standard business documents including contracts, licenses, insurance certificates, purchase orders, and invoices.Knowledge of proper business English, spelling, and commercial arithmetic.Ability to prepare effective and correct correspondence on routine matters and to perform routine office management duties with only general supervision.Skill in the operation and care of a personal computer with working knowledge of applicable software.Ability to operate miscellaneous office equipment such as copier and telephone system.Ability to communicate courteously and effectively with the general public.Ability to establish and maintain effective relationships with co-workers and supervisors.Ability to gain a working knowledge of NOVA Parks and its policies.Organizational skills necessary to prioritize and organize workload.Possession of or ability to obtain and maintain VA driver's license with safe driving record.Regular and predictable attendance is an essential function of the position.

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PI251833737