Administrative Assistant III; Emergency Communications

Overview

Description Performed 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 department when necessary.
• Serves as office receptionist, answers the telephone and greets visitors; receives and responds to 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 the department’s conference/situation training room and back conference room calendars.
• Maintains keys to locked cabinets throughout the department.
• Coordinates travel arrangements for the Director of Emergency Communications and other staff 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; logs and follows up on work orders; handles radio and equipment repairs.
• Performs purchasing/financial functions including entering expenditures for department p-card holders into spreadsheets, reconciling p-card reports with monthly statements, and processing expenditures in WORKS.
• Schedules interviews and assists with recruitment by testing new applicants for dispatcher positions.

• Graduation from high school supplemented by course work in secretarial science or business practices, and 5 years of experience in administrative or clerical work, or any equivalent combination of education and experience.
• 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 including background checks.

• Excellent communication skills.
• Thorough knowledge of office practices and administration.
• Thorough knowledge of business English.
• Thorough knowledge of basic arithmetic and financial computations (addition, subtraction, multiplication, division, percentages, fractions).
• Thorough knowledge of word processing, database, and spreadsheet software.
• Effective oral and written communication skills.
• Ability to exercise independent judgment, initiative, and attention to detail.
• Ability to exercise tact and courtesy in frequent contact with public safety partners and the general public.
• Ability to type at an acceptable rate and use PC software with word processing, spreadsheets, and databases with reasonable speed and accuracy.

Must be physically able to operate a variety of automated office machines including computer, calculator, copier, and facsimile machine. Sedentary work involves sitting most of the time, with possible walking or standing for periods. Includes periodic bending, stooping, and pushing/pulling when performing copier/shredder maintenance or equipment inspections.