Senior Office Assistant

Salary : $35,818.00 Annually

Location : Hampton, VA

Job Type: Full-Time Permanent

Job Number: 08409

Department: City Sheriff - Jail

Opening Date: 11/21/2024

Function

Performs duties under the direct supervision of the Manager of Accreditation. The Senior Office Assistant is responsible for performing a wide variety of clerical, administrative and technical support duties in a manner that demonstrates a commitment to providing excellent internal and external customer service to support the mission of the Hampton Sheriff's Office (HSO). Some of the work may be complex; some work may require knowledge specific to the department/division. May serve as a lead worker. Pursuant to §15.2-1603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.
Examples of Work

The Senior Office Assistant works collaboratively within and outside the organization, and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner.

• Assists with a wide variety of administrative duties and functions. This may include assistance in the preparation of the annual budget, preparation of National audits, federal and state inspections, and accreditation and other reports. Makes decisions on administrative matters and agency/departmental office procedures.
• Utilizes a personal computer to store, compile, analyze, and retrieve a variety of documentation and statistical data related to a wide range of agency/departmental functions/topics. Utilizes the Jail Management System/Power DMS and any other software systems utilized by the HSO.
• Responds to questions from HSO and City employees and citizens.
• Coordinates meetings between managers, HSO and City staff, and the general public. Take and transcribe dictation for correspondence, meetings, and conferences.
• Assists with special projects as needed.
• Maintains agency/departmental accreditation and inspection files (manuscript and electronically), fiscal records, office supplies, contracts for office equipment, inventory, and on-line procurement process records.
• Provides timely documentation for inspections and accreditation audits
• Assists with the disposal of records in accordance with the Virginia Retention Schedule.
• Serves as a lead worker; may train other staff.
• Prepares reports and presentations for the use by the HSO leadership team.
• Drafts meeting materials, including agendas and minutes.
• Schedules, prepares for and conducts follow-up tasks associated with various meetings.
• Assists with research requests
• Acquires and maintains a detailed knowledge of HSO policies, procedures, goals and strategies and keeps up-to-date with relevant agency developments.
• Attends training conferences and audit hearings, as authorized.
• Assists with internal site evaluations (walk-through of the facilities for compliance with all mandated standards) prior to the accreditation process.
• Participates in daily, weekly, monthly team meetings on the status of the audit process.
• Assists in providing training sessions on updated standards, policies and procedures and primary/secondary documentation.
• Represents HSO as a liaison during the audit process, as needed.
• Reviews and reports on the status of compliance with federal, state and city statutes, ordinances and standards.
• Scans and monitors documents related to required accreditation standards.
• Prepares and reviews daily, weekly, monthly, and annual reports on operational workflows for all units.
• Reviews and inspects Policy and Procedures manuals of agency units to ensure all manuals are updated with the most recent policies.
• Answers daily correspondence, telephone calls and drafts memoranda.
• Performs other job-related duties as assigned.

Qualifications

• Ability to learn applicable computer application skills
• Ability to work in MS Office (including Word, Excel, Power Point,) or other related software to develop/maintain databases, spreadsheets, budgets, and other information
• Ability to read and comprehend federal, state and city codes and compliances.
• Ability to interact and work with a wide range of people. Ability to work with staff at all levels and with persons in other organizations
• Ability to react to frequent changes in duties and volume of work
• Ability to listen empathetically
• Ability to logically organize details
• Ability to support a wide array of projects to successful conclusion
• Analytical, research and organizational skills
• Detailed and task-oriented, possesses a professional attitude, able to work a flexible schedule.
• Must have strong written and verbal communications skills. Must be highly organized, and a self-motivator.
• Ability to maintain confidentiality of all information
• Ability to establish and maintain effective working relationships with associates, supervisors, officials, other agencies, the general public, and persons from a variety of racial, ethnic, and economic backgrounds.
• Able to deliver effective results, meet tight deadlines
• Ability to read and comprehend laws, ordinances and orders
• Maintains composure under adverse conditions
• Makes sound decisions
• Utilizes good public relations skills
• Prioritizes tasks
• Properly operates authorized city vehicles
• Ability to keep records current and prepared for audits
• Ability to receive and maintain professional certifications, as required

Education and Experience

Graduation from high school or successful completion of the GED; preferably supplemented by courses in general office procedures, computer science, data entry and/or typing. Minimum of three (3) years work experience in a responsible clerical/management support position. Requires the ability to efficiently use a personal computer and other office equipment to complete tasks; will be required to complete a skills-based assessment. Requires thorough knowledge of: office terminology, procedures, and equipment; business arithmetic and English; personal computers and software programs. Requires the ability to: read and interpret information; maintain complex records; solve administrative and other problems based on knowledge of established policies, procedures and technical knowledge of agency operations; maintain effective working relationships with diverse populations. Must possess a valid motor vehicle operator's license issued by the State of Virginia and a satisfactory driving record based on the City of Hampton and HSO criteria. Required to successfully complete a criminal history and background check. Any acceptable combination of experience and education may be considered.

Features

Performance Standard

All Employees are expected to follow all Federal, State and local laws; effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the expectations of the Hampton Sheriff's Office. Employees are also expected to lead by example and demonstrate the highest level of ethics.

Environmental Hazards

The job may risk exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic and toxic or caustic chemicals. Risk of exposure to bio-hazard communicable diseases and bodily fluids.

Physical and Dexterity Requirements

Must have the capability to hear, speak and see to communicate with the general public. Physical exertion may be required to climb stairs, run, bend, twist, reach, crawl through tight spaces, kneel in confined areas; sit for prolonged periods of time; move/push/pull or lift heavy objects exceeding 50 lbs; Requires operation of standard office equipment.

ADDITIONAL REQUIREMENTS

to complete the required Authorization for Release of Information form.

Benefits Overview

The following plans are available the first of the month following one full calendar month of employment:

• -Health insurance
• -Dental insurance
• -Vision insurance
• -Reimbursement accounts
• Health insurance offered through Optima Health (1-800-229-1199). For more information on the provider network and pharmacies, see the
  The vision plan is offered through EyeMed Vision Care. For more information, see the
• Three dental plans are offered through Delta Dental (Delta Care, Delta Dental PPO, and Delta Dental PPO Plus) 1-800-237-6060. For more information, see the
  
• Employees begin accruing annual and sick leave immediately.
• Other forms of leave include:
  • Maternity Leave
  • Parental Bonding Leave
  • Care for Sick Parent Leave
  • Birthday Leave
  • Personal day (available every quarter)

The ten paid holidays each year include:

• New Year's Day
• Martin Luther King, Jr. Day
• President's Day
• Memorial Day
• Juneteenth Day
• Independence Day
• Labor Day
• Veterans' Day
• Thanksgiving Day
• Christmas Day
• Employee's birthday
  
• A tax deferred retirement plan 457 is offered through the ICMA Retirement Corporation. An after-tax retirement plan, Roth IRA, is offered through the ICMA Retirement Corporation (1-800-669-7400). For more information, see the
  
• Group life insurance is offered through the VRS and the carrier is the Minnesota Life Insurance Company.
  
  Tax deferred retirement plan 457 is offered through the ICMA Retirement Corporation (1-800-669-7400). For more information, see the
• Training and Career Development: The Employee Education Assistance Program (EEAP) encourages employee development through (1) educational programs leading to a degree, (2) skilled craft or trade training leading to a certificate or license and (3) coursework to renew and update skills. Eligibility criteria apply. In addition, the City offers training opportunities in technological, leadership, supervisory, and other areas of government/business knowledge and skill development.
• Medical/Dental and Dependent Care Reimbursement Accounts are offered on a pre-tax basis in order to reduce the amount of tax the employee pays.
• The Employee Assistance Program (EAP) is confidential and personal counseling service for the employee and their immediate family (757-363-6777, 1-800-899-8174 or
  
• Direct deposit into most banks is a convenient finance feature.
  
  Savings bonds are available to the City's workforce.
• Employees are covered for Workers' Compensation where appropriate.