Office Assistant

Salary: $34,070.00 Annually
Location : Suffolk, VA
Job Type: Full Time
Job Number: 3601
Department: Parks & Recreation
Opening Date: 10/22/2024
Closing Date: 11/5/2024 11:59 PM Eastern
Description
Under immediate supervision, performs clerical work in support of a City department, to include providing customer service and processing data. Work involves creating and reviewing documentation, scanning documents, compiling records, entering data into computer, answering telephone calls and providing information, typing and processing documentation, filing records, and performing related customer service tasks at the Parks & Recreation Administrative Office. Reports directly to the Business Services Manager.
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.
Essential Job Functions

• Provides clerical support to the Department; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs customer service functions in person, by telephone, by mail, and/or by e-mail; provides information/assistance regarding department services, procedures, fees, or other issues; responds to inquiries from the public; assists stakeholders in researching information; explains policies and procedures; responds to routine questions or complaints; researches problems, gathers information, and refers issues to appropriate individuals/officials.
• Receives, sorts, and distributes mail to the appropriate party.
• Operates a personal computer, printer, scanner, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; performs log-on and log-off of computer equipment and software programs used by the general public.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• May enter and merge data in computer to create record change forms; prints and compiles record change forms as required; collates, files, and maintains record change forms.
• Monitors inventory of office supplies; advises appropriate staff when new supplies are needed; stocks office copy paper and cleans supply cabinets as needed; may order office supplies as needed.
• Types, prepares, and/or completes various forms, reports, correspondence, record change forms, take-off sheets, production reports, or other documents.
• Researches and compiles various statistical or administrative data; conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed; researches and conducts special projects as assigned.
• Performs general clerical tasks, which may include copying documentation, sending/receiving faxes, sending/receiving e-mail messages, sorting and distributing mail, or preparing outgoing mail.
• Creates and produces department-specific guides, brochures, forms, and related documents.
• Provides assistance to other employees or departments as needed.
• Communicates with supervisor, employees, other departments, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• May maintain file system of various files/records for the department; prepare files, organize documentation, and file documents in designated order; retrieve/replace files.
• May update and maintain department documentation as required; update mailing addresses or other records.
• May make reservations and accept payments for rental of parks or facilities; may receive payments over the counter and through the mail; may process monies in proper account and prepares receipts.
• Assists with auditing department registration software. Suggests and/or makes corrections for errors.
• Assists with customer service responses via department social media sites.
• Performs other related duties as required.

Required Qualifications
High school diploma or GED; supplemented by college level course work or vocational training in personal computer operations; supplemented by a minimum of one year previous experience and/or training that includes general office work, customer service, personal computer operations, and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Requires a valid driver's license.
Supplemental Information

• Ability to calculate and/or tabulate data, including performing subsequent actions in relation to these computational operations.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to inspect items for proper length, width, and shape, visually with job-related equipment.
• Ability to deal with people beyond giving and receiving instructions; must be adaptable to performing under minimal stress when confronted with an emergency.
• Knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position.
• Knowledge of the practices and procedures associated with clerical/general office work.
• Knowledge of modern office practices, methods, and procedures.
• Knowledge of the operation and maintenance of office equipment typically utilized within the position.
• Knowledge of the laws, regulations, standards, policies, and procedures pertaining to the essential duties and responsibilities of the position.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Knowledge of the terminology, principles, and methods utilized within the department.
• Ability keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
• Ability to effectively interact with supervisors, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in person and by telephone.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
• Ability to use independent judgment and work with little direct supervision as situations warrant.
• Ability to handle required calculations.
• Knowledgeable of and proficiency with computers and software programs typically utilized in the position.
• Ability to read, understand, and interpret reports and related materials.
• Ability to type and perform data entry accurately and with appropriate speed.

Seasonal Employees- No Benefits
Part-time Employees - Sick Leave (See below)
Full Time Employees are eligible for the following benefits;
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)
Sick Leave
Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.
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.
Alternative Work Schedule For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.
01
Do you have a valid driver's license?

• Yes
• No

02
Do you have a high school diploma or GED?

• Yes
• No

03
Do you have any college-level course work in administrative services?

• Yes
• No

04
Which of the following best represents your experience and/or training that includes general office work, customer service, personal computer operations, and data entry?

• Less than 1 year
• 1 - 2 years
• 3 - 4 years
• 5 - 6 years
• 7 or more years

05
Which of the following reflects your experience working in Parks and Recreation, or closely related field?

• None
• Less than 6 months
• 6 months to 1 year
• 1 to 2 years
• 3 to 4 years
• 5 or more years

06
Are you available to work afternoons and evenings?

• Yes
• No

07
Are you available to work some weekends?

• Yes
• No

08
Are you available to work some holidays?

• Yes
• No

09
Do you have experience with the Microsoft Office Suite products listed below? Please check all that apply.

• Word
• Excel
• Outlook

10
Are you a current City of Suffolk employee?

• Yes
• No

Required Question