Administrative Assistant-CSA

Salary: $38,534.71 - $40,500.00 Annually
Location : VA 24541, VA
Job Type: Full Time Non Exempt Salary
Job Number: 1002460
Department: Social Services
Division: Social Services
Opening Date: 12/29/2025
Closing Date: Continuous

Description

Serves as department liaison for administrative functions; provides administrative support to the Director, management, and various departments;
This is accomplished by performing advanced skills in administrative and technical work managing complex payroll processes; facilitating training and events; and providing office assistance and/or backup to Senior Accountant and/or other management positions, as assigned or needed. Supervises some or all the office support staff when assigned to the Office Supervisor position.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.
When assigned to the Comprehensive Services Act Office (CSA):
Provides administrative support by writing correspondences, maintaining files, answering and directing phone calls

• Assists the CSA Coordinator with the CSA budget by researching and compiling information.
• Arranges meetings, provides agendas, and takes minutes during the meetings.
• Assists the CSA Coordinator by reviewing and tracking all expenditures.
• Assists in the preparation of the combined Comprehensive Services Act report by combining expenditures provided by the court system, the school system and social services on each child; and creating a spreadsheet showing the total amount spent on each child on one report.

When assigned to Director's Office position:

• Provides advanced administrative support and assistance to the Director.
• Serves as liaison between departments, Human Resources, Finance, and outside agencies by preparing and maintaining confidential personnel records; assisting employees with personnel inquiries and complaints regarding benefits, FMLA or other human resource related functions; monitoring drug and alcohol testing; preparing disciplinary letters (as directed by management) and all other personnel correspondence as needed; verifies employee information for budget preparation.
• Creates agency wide personnel action forms for Director approval.
• Manages payroll processes for employees by verifying and ensuring accuracy in coding; keying of complex employee leave usage for FMLA, LWOP and overtime; preparing reports.
• Enters data and maintains the Local Human Resources Connect (LHRC) state software system.
• Assists with the preparation of annual budget
• Provides office assistance such as assisting walk-in customers; coordinating meetings, training, special projects, events, and management activities; assisting with emergency response and general office organization.
• Provides administrative support for the hiring process.
• System administrator for the department's city website and digital sign.
• Attends and serves as secretary on various committees and meetings as needed.

When assigned to the Office Supervisor position:

• Provides IT support for all departments in the agency by setting up computer and printers; setting up accounts in the systems for new employees; setting or resetting passwords for employees; troubleshooting printer and computer issues; issuing help desk ticket; and removing workers form the system once they leave the agency.
• Supervises office support staff by evaluating each employee; approving time off and timesheets; providing back up support for them; directing their daily activities and work assignments; participating in the selection process for new employees; and disciplining employees if needed.
• Issues EBT cards and orders materials and supplies by ensuring paperwork has been provided authorizing the EBT card for the client and completing the paperwork; logging the card issued on the monthly issuance log; issuing the card on the computer system for the client, verifying the identity of the client, and informing them on how to select PIN number; and keeping accurate records of all cards remaining in inventory and ordering additional cards as needed.
• Prepares combined Comprehensive Services Act report by combining expenditures provided by the court system, the school system and social services on each child; and creating a spreadsheet showing the total amount spent on each child on one report.

ADDITIONAL DUTIES

• Performs additional duties as assigned

Education and Experience
Associate's Degree, with knowledge of a specific vocational, administrative or technical nature, from a college, vocational or technical school; and two to four years of experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid Driver's License with acceptable driving record according to City Criteria
• Active commission as a Notary

Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and…