City of Virginia Beach Jobs

Position Description

Office Assistant II
Working Title Office Assistant II
Department/Division Emergency Medical Services - Administration
Job Type Full Time
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Requisition ID:
38088
Work Location:
EMS VA Beach Blvd
Pay Range:
G.14, $32,194.50 - $49,901.48
Starting Salary:
Minimum of the Pay Range
Work Schedule:
Varies
Part Time Hours/Wk:
Job Open Date:
9/14/22
Application Deadline:
9/26/22

Job Duties:

Office Assistant II

Dutis include but are not limted to:

  • Prepare replies to correspondence in accordance with established procedures.
  • Proofread and correct documents.
  • Process time, leave, and supplemental pay transactions.
  • Collect fees; and may manage petty cash accounts, and receive other cash in some positions.
  • Prepare mileage and travel reimbursement requests, and a wide variety of other reports.
  • Prepare accounting and statistical tables and miscellaneous material.
  • Read and route incoming mail and assemble files and other materials to facilitate reply by a superior.
  • Maintain paper and/or electronic cross-referenced office files and a variety of other records by sorting and indexing materials alphabetically, numerically, and geographically.
  • Prepare, proofread, and edit corespondence in accordance with established procedures.
  • Provide customer service for internal and external customes, to also potentially include Notary Public duties.
  • Work with diverse group of volunteers and career individuals.
  • Onboard volunteer members.
  • Create and/or maintain a variety of paper and electronic office files and/or records cross-referenced for sorting and indexing alphabetically, numerically, or geographically for easy retrieval.
  • Use all programs of Microsoft Office Suite.
  • Prepare data-driven reports and spreadsheets for review and analysis.
  • Serve as receptionist answering the telephones and giving general information in response to public inquires as department needs require.
  • Schedule meetings for supervisors, staff, and office spaces.
  • Operate various standard office equipment and City standard software applications.
  • Enter requisitions into the city's computer financial system.
  • Prepare accounting reports for supervisor review.
  • Process electronic payments for services and prepare necessary financial reconciliation documents.
  • Reply to, or forward to appropriate department members, contacts and job functions.
  • Handle request for medical records and other city documents.
  • Perform other job duties requiring skills, knowledge, and physical requirements as demanded by those duties described or less.   Individual assignments will be determined by a supervisor based on current workloads and needs of the department.

May be required to work days, nights, weekends, or holidays, or other non-traditional work hours as department needs require.  This position is Alpha 1.

Minimum Requirements:

MINIMUMS:
High school or GED plus one year (1) of experience in fields providing the required knowledge, skills and abilities, such as clerical or office assistant; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Passing score on a typing test may be required.

SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Additional Requirements:

DMV Transcript:  Not Required
CDL:  Not Required                                       
DOT History:  
Not Required                                                 
CPS Check:  Not Required
Physical:  Not Required    
Respirator:  Not Required
Polygraph Review:  
Not Required
Psychological Screening:  Not Required

Attachments Required:  NONE

Preferences:

1. Experience working within EMS or public safety
2. Strong organizational, verbal and written communication skills
3. Experience maintaining physical and digital records of various types
4. Experience working in an environment involving job functions that simultaneously support multiple offices within an organization
5. Direct customer service experience using in-person, telephone, email, and social media methods
6. Experience working with volunteers
7. Experience multi-tasking and task prioritization
8. Advanced experience using all Microsoft Office programs to create, review, and maintain documents, presentations, and data-driven spreadsheets

Special Instructions:

  • Please complete the application in its entirety. The application is the primary required document used to screen qualifications and years of experience. A resume does not replace a completed application. Fields on the application left blank, including but not limited to job duties, dates of employment, and hours worked, may cause your application to be incomplete. 
  • You will not be able to access the details of this job ad once the closing date has passed.   If you would like to retain this information, please   take a screen shot or  print using your browser's printing capability.
  • ​Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you give us in the work experience section of this application. Be sure you are thorough in describing your skills and duties as you complete the work experience section. If the information cannot be verified you will not receive credit. 
  • Please provide a copy of any certifications or related professional licenses.

 

VRS Contribution:   All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.  

Drug Free Workplace:  The City of Virginia Beach maintains a drug free workplace.

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