Administrative Assistant Iii

Salary: $50,806.28 - $72,144.93 Annually

Location : Spotsylvania, VA

Job Type: Regular Full-Time (Non-Exempt)

Job Number: 02445

Department: Facilities Management

Division: Administration

Opening Date: 10/29/2024

Closing Date: Continuous

General Statement of Job

Under general supervision, performs complex, skilled clerical, technical, and responsible administrative work that requires an awareness of all aspects of the operations of the department.
Position is responsible to independently prepare routine correspondence; compiles information for reports; maintains files of a variety of records, reports, and documents; coordinating and maintaining calendars and schedules.
Position also involves considerable general public contact in providing information and receiving inquiries or complaints.
Position must exercise independent judgment, confidentiality, and initiative in completing assignments.
Position must also exercise considerable tact and courtesy.
Special Duties & Responsibilities Facilities: Assists the public, employees, and Division Directors, in person, in writing, via e-mail, or via telephone, with questions or complaints, evaluates the question or complaint, and directs them to the Director, Division Directors, Managers, Customer Service and/or another appropriate authority for disposition.Assists in preparation materials for meetings; prepares agenda, memoranda, records meeting minutes; distributes related information to staff as necessary.Composes original correspondence, and/or types from typed, handwritten, or machine dictation material, which requires the use of a variety of complicated formats for preparing correspondence, minutes, reports, invoices, memos, etc.
; assumes responsibility for the correctness of spelling, punctuation, format, and grammar.Arranges meetings and conferences for administrative personnel; maintains appointment book; makes arrangements, including transportation, meals, and lodging for staff attendance at meetings, seminars, and retreats; maintains conference room schedule.Maintains calendar, schedules appointments, and organizes meetings as necessary for staff.Assists in the procurement process to include quote solicitation, IFB, and RFP development.Prepares and codes invoices for general operating expenditures while utilizing the finance system, including the maintenance of vendor accountsVerifies statements, ensures payments, and resolves issues, verifies receipt, and authorizes payment of purchases when necessary.Uses a variety of programs and software to accomplish departmental tasks - MS Outlook, MS Word, MS Excel, MS PowerPoint, MS Publisher, Metaviewer, AS-400, Cartegraph Work Director, BMS Software/Track-It, Q-Content Web Builder, Novus Agenda Builder, City Works, ArcReader, Print Shop Web Desk, and the Internet.
Performs duties related to the daily operations of the department's administrative functions.
Establishes and maintains a variety of records and files.Researches files, minute books, etc.
to obtain data for inclusion in reports.Prepares expense vouchers and purchase orders.Reviews incoming mail, sorts, filters, and distributes to appropriate individuals.Prepares photocopies; operates and maintains facsimile machine and multi-function copier/scanner.Serves as Facility Management and Capital Construction's System Administrator for Computerized maintenance and management system (CMMS).
Regularly adds and removes users from FacilityDude, assists employees County-wide with tech support issues related to FacilityDude, enters work orders for Division, and runs reports for Division.
Serves as system administrator for Energy Manager software.
Updates property and billing records on a monthly basis with energy usage for the majority of County facilities, runs quarterly reports for Director and other reports as needed.
Keeps track of work completed in the Facilities Asset Management program.
Updates various Excel spreadsheets related to assets and County properties.
Track expenditures for industrial park rail maintenance.
Maintains monthly files, inspections, car counts, and maintenance in accordance with the Federal Rail Administration's guidelines.Places orders for office supplies and materials for large-scale projects within the Facilities Management and Maintenance Divisions.
Processes outside department furniture requests including correspondence, installation, and delivery scheduling as well as communication with vendor.Conducts two weekly safety meetings with staff to review OSHA regulations and information.Updates and publishes website data for facilities and capital construction projects.
Attends associated training sessions.Serves as the point of contact for website inquiries and Facilities Management phone calls and responds to citizens accordingly.Maintains documents on the Division's shared drive.
Regularly creates and updates spreadsheets and uploads scanned documents.
Performs other related duties as required. Minimum Training & Experience

Associate's Degree or vocational/technical school in a business-related field of study and three (3) to five (5) years of experience in administrative work or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Must possess and maintain a Notary Public License for some departments.

Must attend Radiological Emergency Response Training for some departments.


Must complete HIPAA and NIMS training as required for some departments.

Must possess and maintain CPR certification for some departments.

Special Requirements Knowledge of County and departmental rules, regulations, policies, and procedures, and the ability to interpret them.
Knowledge of the organization and functions of the County.
Knowledge of modern office practices and procedures, including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
Knowledge of arithmetic, spelling, grammar, punctuation, and vocabulary.
Knowledge of the policies and procedures, organization, and functions of the Fire, Rescue, and Emergency Management Department for certain positions.
Knowledge of modern office practices, procedures, equipment, and standard clerical techniques including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
Knowledge of modern accounting and bookkeeping methods, policies, procedures, and practices.
Skill in the operation of popular office machines, including computer-driven data entry equipment.
Ability to research program documents and narrative materials, and to compile reports from information gathered.
Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems, and answer questions.
Ability to develop and modify work procedures, methods, and processes to improve efficiency.
Ability to assist and supervise less experienced clerical workers.
Ability to communicate effectively in oral and written form.
Ability to establish and maintain effective working relationships as necessitated by work assignments.Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people, or things.Ability to speak and/or signal people to convey or exchange information.
Includes giving assignments and/or directions to co-workers or assistants.Ability to read a variety of informational documents, State codes, maps, and procedures manuals.
Ability to prepare correspondence, agendas, minutes, etc., conforming to all rules of punctuation and grammar.
Must be able to speak with poise, voice control, and confidence, and to articulate information to others.Ability to apply principles of rational systems; to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Must be able to communicate effectively and efficiently in a variety of technical or professional languages including governmental terminology.Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.Ability to communicate respectfully and professionally.
Must be adaptable to performing under stress when confronted with persons acting under stress.Knowledge of Virginia Department of Social Services (VDSS) rules, regulations, policies, and procedures, and the ability to interpret them for certain positions.
PHYSICAL REQUIREMENTS
Must be physically able to operate a variety of automated office machines, which include a computer, calculator, copier, facsimile machine, etc.
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.
Requires the ability to inspect items for proper length, width, and shape.
Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.
Must have minimal levels of eye/hand/foot coordination.
Requires the ability to differentiate between colors and shades of color.
Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving the nature of sounds by ear).

The following programs offered by Spotsylvania County provide our employees with benefits that promote employee health, well-being and financial stability, now and in the future.
The County's variety of comprehensive and competitive benefit programs* include:

Health Insurance with Dental & Vision

Flexible Spending Accounts (FSA)

Health Insurance Plans

Life Insurance

Opt-Out Program

Paid Holidays

Paid Leave

Sick Leave Bank

Supplemental Insurance Plans

Tuition Assistance Program

Retirement Plan

Required Notices

Deferred Compensation - 457 Plans

*Some benefits are exclusive to full-time employees.
To learn more, please contact the Department of Human Resources.