Administrative Assistant Job at City of Virginia Beach in Virginia Beach

The Virginia Beach Police Department employs approximately 800 sworn and approximately 200 civilian personnel at various facilities throughout the city. Each command employs an Administrative Assistant who provides primary administrative support to either a Police Captain or Deputy Chief. These positions also serve as members of the department's administrative support team and fill in where needed. At present, there is one Administrative Assistant opening at the Animal Services Bureau, 341 S. Birdneck Rd. Candidates who respond to this posting will be applying for a vacancy at the Animal Services Bureau. This position offers the opportunity to work in a dynamic environment with close proximity to animals.

Responsibilities include:

• Tracking calendar obligations and due dates for the Commanding Officer of the Animal Services Bureau
• Preparing a variety of correspondence and reports
• Monitoring divisional budget expenditures
• Preparing and processing travel vouchers
• Processing invoices and maintain reimbursement paperwork.
• Preparing purchase orders in compliance with city policies and decentralized purchasing hierarchy process
• Preparing, processing, and tracking various data, correspondence, and reports
• Reviewing various reports and data for accuracy
• Maintaining files and records in compliance with records retention and records destruction procedures
• Establishing and maintaining personnel files
• Coordinating information sent out to other City departments and outside agencies.
• Operating standard office machines (fax, copier, calculator, etc.)
• Utilizing Microsoft Office Suite computer programs
• Handling telephone calls and managing incoming emails and mail

Some Administrative Assistant positions are also responsible for:

• Maintaining the petty cash fund
• Preparing presentations and flyers
• Coordinating special events such as recruit graduation or promotional ceremonies

Hours:

Monday through Friday, 8:00 a.m. to 5:00 p.m. with a full hour lunch or 8 a.m. to 4:30 p.m. with a half hour lunch. (Specific work hours are flexible but must be based on an eight-hour day/five-day workweek.)

Disqualifiers:

The following is a listing of "disqualifiers" or concerns that could result in you not being selected for employment. Please give consideration to these factors before applying. This is not an exhaustive listing.

Criminal History: Conviction of any felony or any crime involving moral turpitude (crimes contrary to justice, honesty, or good morals). Conviction of any Class 1 or Class 2 misdemeanor, excluding traffic violations which are discussed separately, or the Virginia State Law equivalent within the last 5 years.

Traffic Violations: Any conviction of driving under the influence of drugs or alcohol, refusal to take blood or breath test, eluding police, racing, or leaving the scene of an accident within the last 5 years.

Drugs: Any involvement in the sale of illegal drugs as an adult. Any illegal use or possession of any illegal drug, including but not limited to heroin, cocaine, hallucinogens, or any derivative thereof (except marijuana) within the last five years. Illegal possession of anabolic steroids within the last 36 months.