Administrative Assistant III; Emergency Communications

Performs a variety of clerical, administrative, fiscal and general office duties in support of the Department of Emergency Communications. Scans, photocopies, binds and laminates documents as needed. Prepares and distributes correspondence, detailed reports, and memoranda. Maintains files for a variety of records, reports, documents and correspondence. Responsible for screening and independently handling routine inquiries by telephone and in person.

• Provides clerical and administrative support to the Director of Emergency Communications and additional support to other administrative staff in the Emergency Communications Department when necessary.
• Serves as office receptionist, answers the telephone and greets visitors; receives and responds to numerous inquiries; refers inquiries to appropriate personnel as needed.
• Distributes incoming and outgoing correspondence; receives and distributes packages from Federal Express and UPS.
• Prepares and mails a variety of documents and correspondence as required.
• Responsible for logging and destroying departmental records per the Library of Virginia records retention schedule.
• Maintains department’s conference/situation training room and back conference room calendar(s). Keeps keys to locked cabinets throughout the department.
• Coordinates travel arrangements for the Director of Emergency Communications and other staff as needed in connection with off‑site training.
• Maintains the calendar for the Director of Emergency Communications; coordinates and schedules meetings based on the Director’s schedule.
• Obtains VCIN/CJIS documents from the Police Departments of the City of Poquoson, the County of James City, and the City of Williamsburg on a weekly/bi‑weekly basis.
• Orders and maintains an adequate inventory of uniforms, office and cleaning supplies; oversees service contracts for office equipment; receives, submits, logs and follows up on work orders using a computerized work order system; receives, submits and logs radio and equipment repairs.
• Performs a variety of purchasing/financial functions including entering individual expenditures for all department p‑card holders into department expenditure spreadsheets, matching p‑card reports to the monthly statements for processing in WORKS and reconciling p‑card statements with department expenditure reports.
• Schedules interviews and assists with recruitment by testing new applicants for dispatcher positions.
• In the event of an emergency/inclement weather conditions, the incumbent is expected to remain at the worksite or to report to worksite in accordance with the department’s standard operating procedures, or as notified by a supervisor.

• Graduation from high school supplemented by coursework in secretarial science or business practices, and 5 years of experience in administrative or clerical work, or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.
• Must be a current commissioned Notary in the Commonwealth of Virginia in good standing.
• Able to obtain and/or maintain certification in the Virginia Criminal Information Network (VCIN).
• Successfully complete and maintain training for access to sensitive Criminal Justice Information Services (CJIS) which will be provided by the department.
• This job is contingent upon successful completion of pre‑employment checks to include background checks.
• Excellent communication skills.
• Thorough knowledge of office practices and administration, business English, and basic arithmetic and financial computations.
• Proficiency with word processing, database, and spreadsheet software.
• Effective oral and written communication skills; ability to exercise independent judgment, initiative, and attention to detail in completing job duties.
• Ability to exercise tact and courtesy in frequent contact with public safety partners and the general public.
• Ability to type at an acceptable rate of speed, and use personal computer equipment with word processing, spreadsheet, and database software with reasonable speed and accuracy.

Must be physically able to operate a variety of automated office machines which include a computer, calculator, copier, facsimile machine, etc. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. There is periodic and intermittent bending and stooping when performing copier or shredder maintenance, and periodic and intermittent pushing and pulling when inspecting child car seats.

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