Office Assistant II Job at City of Virginia Beach
Job Duties:
The City of Vriginia Beach Department of Human Services is seeking to hire a Transportation Office Assistant. This candidate will perform difficult clerical duties and routine administrative duties for the Transportation Unit and does related work as required.
- Prepare correspondence and communication memos for staff and clients; proofread and correct all outgoing documents
- Schedule Staff Meetings and Trainings and post to Calendar for Operations Coordinators
- Compile, monitor and submit employee timesheets along with leave slips to Payroll for processing and meets all Payroll deadlines
- Processes Staff Leave Slip Submissions in accordance with established internal procedures ensuring drivers are aware of the status of leave requests.
- Responsible for the timely compilation, submission and tracking of all Personnel Paperwork
- Will serve as the Assistant Safety Officer for the division. This includes: maintaining safety and health policies and procedures manuals, assisting with safety drills, tracking and scheduling annual employee physicals, serving as point of contact with Occupational Safety Office, coordinating regular fleet vehicle maintenance and inspections.
New Hires
- Compile and Process all paperwork associated with a new hire
- Coordinate and track new hire training
- Distribute Uniforms to new hires
- Distribute Policy and Procedure Manual
- Schedule Physicals for new hires
- Schedule Interviews with potential new hires
Termination
- Compile and Process all paperwork associated with a termination of staff, ensure staff turn in all keys, equipment and ID badge
- Compose resignation letter for staff’s signature
- Work with Personnel to establish accrued leave and termination date of exiting staff
- Collect Uniforms
- Communicate with Contract Agency
Ongoing Personnel Procedures
- Coordinate Annual Training Procedures for drivers
- Coordinate and tracks all Annual Driver Physical Exams
- Compile Annual Training Packets for Staff and Oversees Testing
Leave
- Empties the Leave Box on a daily basis and stamps each leave slip with date of receipt
- Maintains staff leave spreadsheet
- Filters out leave requests for days closed for leave
- Submits leave slips for Supervisor’s submission.
- Tracks unscheduled staff’s leave and communicates information to supervisor
- Serves as primary administrative support for the service unit and coordinates all office functions in accordance with City Policies and Procedures
- Maintains electronic cross referenced office files and develops an effective index systems
- Maintains inventory for staff uniforms, office and safety supplies
Official City Job Description:
https://www.vbgov.com/government/departments/human-resources/Employment-VBGOV/Job%20Descriptions/Office_Assistant_II_00190.pdf
Working Conditions:
There is no working conditions statement available for this position at this time.
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. 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: Required
CDL: Not Required
DOT History: Not Required
CPS Check: Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required
Attachments Required:
Preferences:
Experience answering multi-line phone system
Primary administrative support experience for a service unit; coordinating all office functions in accordance with City Policies and Procedures.
Customer service experience in an office environment
MS Office experience composing correspondence, spreadsheets; scheduling meetings
Experience with safety related office functions as detailed above in Duties section
Process time, leave and supplemental pay transactions
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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