Administrative Services Assistant

Under general supervision, performs clerical and secretarial duties in City departments. Work involves independently preparing routine correspondence, compiling information for reports, maintaining files of a variety of records, reports, documents and correspondence and assisting in various bookkeeping and clerical support functions. Employee is responsible for screening and independently handling a variety of routine inquiries by telephone, online, and in person. Employee must exercise considerable tact and courtesy in frequent contact with the public.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

The City of Suffolk is an Equal Opportunity Employer and a Drug Free Workplace

Essential Job Functions

• Answers telephone and greets visitors; receives inquiries and complaints and provides information or refers caller to appropriate personnel; calls in complaints.
• Performs computerized data entry of various forms and records; retrieves information from computerized databases.
• Types material from typed or handwritten copy or machine dictation using a variety of complicated formats for preparing correspondence, reports, files and manuscripts; maintains files; maintains logs of incoming and outgoing documents; receives and sends fax documents to appropriate parties.
• Assists in performing some personnel related duties such as maintaining attendance records, sick, holiday, compensatory time and personal leave, etc., preparing and distributing payroll report and updating the job posting bulletin.
• Receives and distributes incoming mail; prepares mailings for the department; prepares copies, maintains inventory of office supplies; maintains records of postage.
• Monitors inventory of department equipment and supplies, including ensuring availability of adequate materials to conduct work activities and initiating orders for new/replacement materials.
• Receives and prepares payment invoices for recurring purchase orders and requisitions for special purchases; maintains log of invoices paid; maintains petty cash, including collecting and counting money and verifying total with daily cash reports, compiling deposits and submitting transmittal form to Treasurer's office.
• Performs minor maintenance on office machines, including refilling copier with paper and ink, fixing paper jams and troubleshooting copier problems; assists co-workers with computer programs and problems.
• Performs a variety of minor administrative functions to relieve department head of day-to-day operational details; assists co-workers with tasks as needed.
• May maintain and issue chip keys for automatic fuel systems and provide assistance as required to fuel customers.
• May serve as liaison between the Department Head, Managers, Employees, Human Resources, Payroll, and other City departments in matters relating to personnel or payroll; may provide information/assistance regarding employee benefits, payroll, procedures and other issues; may distribute forms/documentation as requested; may respond to routine questions, research problems/complaints, and initiate problem resolution.
• May be responsible for time cards distributed to each employee (full and part-time); computing time and reporting to Finance. May distribute paychecks to applicable employees.
• Performs other related duties as required.

Required Qualifications

Graduation from high school or GED equivalent supplemented by coursework/training in Office Support, Secretarial Science equivalent to 1 year of college and 9 months office support, secretarial or closely related experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires a valid driver’s license.

Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members

Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.

Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.

Paid Time Off (PTO)

Yearly earnings

120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)

Personal Leave

All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.

Health Insurance

Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.

Supplemental Insurances

Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.

Employer Sponsored Short Term and Long Term Disability

Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.

Flexible Spending Accounts

Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.

Life Insurance

The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.

Optional Life Insurance

Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.

Family and Medical Leave Act (FMLA)

12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.

Funeral Leave

24 hours of paid leave of absence in case of death in immediate family.

Holidays

Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Jury Duty

Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.

457 Deferred Compensation, ROTH IRA, Traditional IRA

Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.

Employee Assistance Program

Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.

Worker's Compensation

Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.

Pay Days

Employees will be paid on the 15th and last working day of each month.

Credit Union

A Suffolk Credit Union is available to employees.

Legal Services

Employees may prepay for access to legal assistance.

Notary Public Services

Services available in the Human Resources Department.