Administrative Assistant

Overview

The City of Virginia Beach Human Services Department is seeking to hire an Administrative Assistant to work within our Supportive Living division. The Administrative Assistant supports the operations of the supportive living unit by providing high-quality administrative and clerical services, ensuring the smooth functioning of daily activities and assisting staff, clients, and management in achieving program goals.

• Coordinate communication between staff, clients, families, and external partners, ensuring timely dissemination of information.

• Prepare and distributes reports, memos, and meeting minutes.

• Enter data into tracking forms for various unit metrics for clients and staff (i.e. billed service hours).

• Work within comprehensive health record to enter client related information.

• Manage office supplies, equipment, and resources to ensure the program operates efficiently.

• Assist with interview process to include scheduling interviews and checking references.

• Assist with onboarding new employees, including preparing orientation materials and preparing the working space.

• Process and track program expenses and invoices under the direction of management.

• Adhere to confidentiality and data protection policies, safeguarding the privacy of all clients and staff.

• Answer the main phone line for the unit while screening calls and directing visitors appropriately.

• Coordinate and monitors all maintenance needs for the suite.

• Act as a procurement cardholder for the unit while adhering to all compliance requirements.

The City offers agenerous benefits package such ashealth, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, Holidays and Paid Leave.