Administrative Assistant II

Assignment: This Administrative Assistant II position is assigned to the Charlottesville Police Department's Fiscal Administrative Bureau and provides administrative and fiscal support to the department. Under general supervision, performs paraprofessional work in one or more functional administrative programs; responsible for the administrative work of a department, division or work unit; performs various aspects of general administrative processes such as: accounting and purchasing, data and records management, customer service, administrative support, and human resources; and performs related duties as required. At this level, the incumbent is responsible for an end product of work and by independent application of knowledge of standard office methods and procedures.

The preferred hiring range for this position is between $ $29.68 an hour ($49, $61,734.40 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 + 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, and continuing education/training opportunities.

• For a general summary of benefits offered by the City
• 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. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at

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;
• May act as a decentralized buyer;

Data and Records Management

• 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.
• Gathers, tabulates, displays and assists in analyzing factual data; drafts reports, tables, survey questionnaires, and other documents; answers correspondence and survey questionnaires.
• May assist in the preparation of narrative and statistical reports;
• Maintains physical and electronic files and records;

Administrative and Clerical Support

• Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software;
• Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings;
• Schedules meetings and rooms as requested;
• Provides clerical support for department/unit as required; takes and posts minutes of required meetings;
• 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;
• Assists with development of office procedures;

Human Resources

• Coordinates the hiring and onboarding of new employees. Processes personnel transactions;
• Trains staff on departmental and City policies, procedures and systems;
• Depending on assignment, may be regularly responsible for payroll-related tasks;

Customer Service

• Meets, greets, screens in-person and telephone customers and visitors; takes messages or directs visitors appropriately;
• Provides accurate and appropriate information in response to routine and more advanced inquiries with ability to interpret department and City policies and procedures;
• Has an advanced understanding of departmental services and is able to assist with routine departmental processes;
• Assists visitors in completing standard forms; may review them for completeness;
• May answer routines correspondence for supervisor.

Performs other duties as assigned.

Minimum Qualifications:

• Any combination of education or experience equivalent to a high school diploma.
• A minimum of two (2) years of general clerical experience related to the duties of the position required.

Preferred Qualifications:

• Any academic work in public administration, business administration, management, accounting or closely related courses preferred.

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 standard 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.

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,