Administrative Assistant III; Emergency Communications

Overview

Description
Performs a variety of clerical, administrative, fiscal and general office duties in support of the Department of Emergency Communications. Scans, photocopies, and 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.

Salary $44,030.00 Annually

Location Yorktown, VA

Job Type Full-time

Job Number 17AA-2087

Department E911

Division EMERGENCY COMMUNICATIONS

Opening Date 01/16/2026

Closing Date Continuous

• Performs a variety of clerical, administrative, fiscal and general office duties in support of the Department of Emergency Communications. Scans, photocopies, and 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.
• Job responsibilities may include any of the following, depending on the incumbent’s functional assignment. This is not meant to be an exhaustive list of job functions, but a representative sample of the type and level of work that is expected in this position.
• This position is considered to be essential (County designation as ALPHA). 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.
• 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).
• Maintains 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 Directors 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 which may include 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.

• 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 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…