ADMINISTRATIVE ASSISTANT/DEPUTY CLERK

Department: Administration

FLSA Status: Non-Exempt

General Definition of Work

Performs intermediate administrative support work providing administrative support for all Town departments, greeting visitors to the Municipal Building, receiving and processing incoming calls, preparing and maintaining records and files, typing a variety of documents, preparing reports, and related work as apparent or assigned. Work is performed under the supervision of the Town Manager.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

• Initial point of contact for public; answer telephone; provide information; assist the public with the completion of standardized records or documents;
• Assist with preparing documents including correspondence, lists, labels, reports, requisitions, memoranda, etc.; check work to ensure grammatical accuracy and completeness;
• Enter data into computer; verify statistical and other records for accuracy and completeness; enter and retrieve sensitive and restricted information in the computer system;
• Order office supplies and maintain inventory;
• Retrieve and process daily mail;
• Collect and process payments for utility accounts, taxes, licenses and other fees and charges; balance cash drawer.
• Assist in the coordination and preparation of newsletters and reports; assist in collecting information from a variety of sources and compiling data.
• Serve as Deputy Clerk to Town Council; assist Town Manager to prepare and distribute meeting agendas and packets; attend Council and other meetings, as directed by Town Manager;
• Take, transcribe and maintain minutes for the public record; maintain public meeting notices in accordance with state law and other prescribed guidelines;
• Prepare and maintain calendars for town activities and functions; schedule use of town-owned facilities;
• Serve as backup for the Accounting Technicians, as required.
• Other duties as may be assigned.

Knowledge, Skills and Abilities

Thorough knowledge of standard office practices, procedures, equipment and program assistance techniques; thorough knowledge of correspondence and report formatting and presentation is necessary; general knowledge of bookkeeping terminology, methods, procedures and equipment; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; skill in the use of personal computers, associated software packages, hardware, and peripheral equipment; ability to keep detailed and complex records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type at a reasonable rate of speed; ability to prepare reports and other types of correspondence; ability to operate standard office equipment and personal computers including some knowledge of applicable software packages; ability to post accounts and to perform mathematical computations with speed and accuracy; ability to deal with the public under stressful conditions and remain calm; ability to establish and maintain effective working relationships with associates, elected officials, vendors, and the general public.

Education and Experience

High school diploma or GED and moderate experience in accounts payable and general office administration work, or equivalent combination of education and experience.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel, frequently requires standing and walking and occasionally requires reaching with hands and arms and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic), with many interruptions.

Special Requirements

• Valid driver's license in the Commonwealth of Virginia.
• Notary public in the Commonwealth of Virginia.

Job Type: Full-time

Pay: $30,735.00 - $48,933.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Dayton, VA 22821: Reliably commute or planning to relocate before starting work (Required)

Experience:

• administration: 2 years (Preferred)

Work Location: In person

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