Administrative Assistant III (Internal Recruitment) - City Manager's Office
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Administrative Assistant III (Internal Recruitment) - City Manager's Office
Salary
$55,764.80 - $68,536.00 Annually
Location
Charlottesville, VA
Job Type
Regular Full-Time
Job Number
250300014
Department
City Manager's Office
Opening Date
04/15/2025
Closing Date
4/22/2025 5:00 PM Eastern
Bargaining Unit
N/A
Description
Benefits
Questions
General Summary
Internal Recruitment: Only Current City Employees are Eligible to Apply for Consideration.
The City of Charlottesville is seeking candidates to be considered for the position of Administrative Assistant III who are highly motivated and who strive for success by demonstrating Charlottesville's Core Values of Commitment, Integrity, Respect, Innovation, and Collaboration.
Under limited supervision, the Administrative Assistant III in the City Manager's Office performs paraprofessional work in several functional administrative programs; responsible for the technical administrative work supporting the Deputy City Manager for Administration (https://www.charlottesville.gov/663/Deputy-City-Managers#:~:text=Eden%20Ratliff-,Deputy%20City%20Manager%20for%20Administration,-Email%20Eden%20Ratliff) and to manage the financial operations for Offices of the City Manager ; manages various aspects of general administrative processes such as: purchasing, facilities operations, office automation, safety, human resources, customer service, public information, and other areas; and performs related duties as required.
The preferred hiring amount is between $26.81 - $32.95 Hourly ($55,764.80 - $68,536.00 Annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities.
For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.
At this level, the incumbent is independently responsible within the overall goals of the City Manager's Office for a comprehensive function, service or unit frequently requiring the determination of procedures, methods and policy applications; prepares reports and policy recommendations; and participates in long-range planning for administrative needs within overall goals of the office.
Essential Responsibilities and Duties
Administrative and Clerical Support
Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software;
Provides clerical support for department/unit as required; takes and posts minutes of required meetings;
Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings;
Prints, collates, and assembles reports/materials for distribution;
Orders, inventories, receives, and/or shelves routine supplies, books and office equipment;
Coordinates with department vendors on the maintenance of leased and/or warrantied equipment;
Schedules meetings and rooms. Notifies all participants of meetings and other functions in advance.
Assists with development of office procedures;
Accounting & Purchasing
Prepares, verifies, files, and processes a variety of accounting documents (invoices, requisitions, forms, reports, work orders) for routing and approval;
Reconciles statements;
Researches, orders, inventories, and receives special purchases as directed;
Tracks expenditures in appropriate accounting software;
Monitors department budget. May assist with budget development;
May act as a decentralized buyer; writing bid specifications and overseeing invitation to bid or request for proposal processes.
Data Management and Analysis
Performs a variety of data entry tasks, including entering and updating data in appropriate administrative support systems;
Reviews completed work for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies;
Performs data analysis within established polices, models, and/or procedures;
May assist in the preparation of narrative and statistical reports;
Maintains a system for tracking the progress of work;
Gathers, tabulates, displays and assists in analyzing factual data; drafts reports, tables, survey questionnaires, and other documents; answers correspondence and survey questionnaires.
Maintains physical and electronic files and records;
Customer Service
Meets, greets, screens in-person and telephone customers and visitors; takes messages or directs visitors appropriately;
Assists visitors in completing standard forms; may review them for completeness;
Provides accurate and appropriate information in response to routine and more advanced inquiries with ability to interpret department and City policies and procedures;
Responds to requests for more detailed services and assistance;
Follows through, resolves, and seeks feedback regarding questions, request and and/or complains in a timely manner. Seeks out ways to improved customer services;
Has an advanced understanding of departmental services and is able to assist with departmental processes. May be responsible for overseeing a departmental program or service;
Answers advanced correspondence for supervisor;
Human Resources
May screen applicants;
Communicates with department employees on personnel-related programs;
Coordinates the hiring and onboarding of new employees. Processes personnel transactions;
Regularly responsible for payroll related tasks;
Trains staff on departmental and City policies, procedures and systems;
May have responsibility for supervision of administrative support staff. Responsibility may include providing occasional direction to administrative support staff in the department and temporary staff;
Procedural Development and Project Oversight
Produces and electronically distributes simple documents (e.g. procedural guidelines);
Develops improved methods, procedures, and techniques related to the job;
Develops and presents trainings, facilitates meetings, and or makes presentations to groups;
May serve on special and/or regular teams and committees;
May be responsible for coordination of a department-wide process or service (maintenance, security, awards and recognition, newsletter, annual report)
Performs other duties as assigned.
Education, Experience and Skills
Minimum Qualifications:
Any combination of education or experience equivalent to a two-year degree from an accredited university or college with a focus in public administration, business administration, management, accounting or closely related courses preferred.
A minimum of five (5) years of general clerical experience related to the duties of the position required.
Knowledge, Skills and Abilities: Reading comprehension to read standard business English; modern office methods and procedures, managing files and records; basic arithmetic skills; problem-solving skills to apply standard procedures to clearly defined problems; interpersonal skills to explain rules and procedure clearly; written and oral communications; database, spreadsheet and word processing applications including skilled methods of graphic presentations. Ability to establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments.
Physical Conditions & Additional Information
Exertion level as outlined by the Department of Labor: LIGHT: work involves exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job/occupation is rated Light Work when it requires: (1) walking or standing to a significant degree; (2) sitting most of the time while pushing or pulling arm or leg controls; or (3) working at a production rate pace while constantly pushing or pulling materials even though the weight or the materials is negligible. (The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.)
The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.
Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.
The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City's policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City's policy prohibiting employees from testing positive for marijuana.
SUMMARY OF EMPLOYEE BENEFITS
Updated July 1, 2022
Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.
LEAVE:
Vacation:
3.09 hours accrued biweekly -- 0 -
3.85 hours accrued biweekly -- 3 -
4.62 hours accrued biweekly -- 5 -
5.40 hours accrued biweekly -- 10 -
6.16 hours accrued biweekly -- 15 -
6.93 hours accrued biweekly -- 20 -
7.70 hours accrued biweekly -- 25+ years
Sick:
4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation
Holidays:
14 paid holidays per calendar year (13 observed and 1 floating)
INSURANCE:
Aetna Medical -
Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire:
HMO: $0 premium for employee only coverage
POS 1: Employee-only premium of $36.28 per biweekly pay
POS 2: Employee-only premium of $13.02 per biweekly pay
(Dependent coverage is available but the cost of the premium is not subsidized.)
Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand)
Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand)
Dental (Delta Dental)
No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized.
Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50%
Primary -- $50 deductible, 80/20
Prosthetic & Complex Restorative -- $50 deductible, 50/50
$1,500 maximum annual benefit
$1,000 Orthodontic Benefit
MetLife Vision Plan: Optional
Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates.
Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay;
$130 allowance for frames, after co-pay, plus additional discounts where accepted.
Life:
Two times annual salary (paid by the City)
Optional supplemental life available for employee, spouse, dependents (paid by employee)
AFLAC: Optional
Cancer/accident/short term disability/intensive care insurance (paid by employee)
Long Term Disability
Protection from income loss due to long-term illness or injury (paid by the City)
RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan.
Pension:
Choose from two options:
A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary.
A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees)
Supplemental:
Deferred Compensation (457) - employee contribution
OTHER BENEFITS:
Flexible Spending Accounts:
Health Care Expenses
Dependent Care Expenses
Parking/Mass Transit Expenses
Parking Subsidy of $50 per month
Wellness Programs:
Gym Reimbursement Program
Monthly On-Site Nurse and Annual Flu Shots
Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes
Weight Watchers at Work
Bike Commuter Program:
Reimbursement of up to $20 per month for reasonable bike commuting expenses
Employee Assistance Program:
A variety of confidential, personal professional services for you and your family available 24 hours a day.
Tuition Reimbursement Program:
Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee.
01
I understand that if my online application does not accurately reflect my education and experience, I may not be considered as a qualified candidate.
Yes; I understand that if my online application does not accurately reflect my education and experience, I may not be considered as a qualified candidate.
02
Are you a current employee with the City of Charlottesville?
Yes; I am a current employee at the City of Charlottesville.
No.
03
Do you have any combination of education and experience equivalent to a two-year degree from an accredited university or college?
Yes; I possess a two-year degree, or higher, from an accredited university or college.
Yes; I possess a combination of education and experience to an two-year degree from an accredited university or college.
No.
04
Do you possess a minimum of five (5) years of general clerical experience related to the duties of this position?
Yes
No
05
Have you taken any academic course work with a focus on public administration, business administration, business management, and or accounting?
Yes
No
06
If you have experience in budgeting and financial management please briefly describe your work experience. If no experience, write 'none'.
07
If you have experience using SAP or other Enterprise Resource Planning (ERP) software please state the software and briefly describe your work experience using it. If no experience, write 'none'.
08
To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.
Yes
No
09
I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.
Yes
No
Required Question
Employer
City of Charlottesville
Address
P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902
Phone
(434) 970-3490
Website
http://www.charlottesville.gov/jobs
