Administrative Assistant

Performs a broad spectrum of clerical, technical and administrative duties in support of senior management for the Hampton Police Division. May support special projects as required.•Receives and screens visitors and callers from the general public, city departments and offices, and representatives of agencies outside of the city government.

Responds appropriately and assists as needed to questions, comments, requests and citizen complaints. Assesses and resolves problems as necessary.

• Produces a wide variety of correspondence, documents and reports, in accordance with supervisor's professional style and preferences. Makes effective use of word-processing, presentation and spreadsheet software to prepare material for managers. May be required to analyze and prioritize information.

• Maintains supervisor's calendar. May coordinate group meetings, conference calls, and other departmental activities.
  
  Processes and prepares mail, maintains files. Participates as needed in maintaining time, attendance, leave and other personnel records. Participates as needed in maintaining the departmental budget.

• Maintains inventory and equipment to ensure smooth office operation. Proactively identifies needed resources and expedites acquisition the same (e.g. office supplies and services, contract support.) May process invoices and verify payment.

High school diploma or successful completion of GED required. Requires a minimum of three (3) years of responsible clerical experience, preferably within a municipal government or other service related organization.

Requires thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public. The ability to take and transcribe dictation may be required. Computer skills that include proficiency in word processing, spreadsheet and presentation software are required.

Must possess the ability to make minor decisions in accordance with established policies and procedures; must be able to coordinate and organize resources in efficient and effective ways to meet goals; must be able to multi-task. Requires the ability to prepare effective written communication, and the ability to communicate effectively verbally. Must be detail-oriented, possess good organizational and follow-up skills, and have the ability to prioritize and meet deadlines.

Must be able to create and maintain harmonious relationships with diverse populations. May be required to possess a valid motor vehicle operator's license and must have a satisfactory driver's record based on the City of Hampton criteria.Performs duties under the general supervision of a designated senior manager. Work environment requires contact with the general public, city employees, elected officials, business executives, and representatives of municipal, state, and federal government, as well as other public and private organizations.

The incumbent must exercise discretion and diplomacy when dealing with customers. Strong customer service and interpersonal skills are essential. Must have flexibility to work non-standard work hours when needed. This is a non-exempt position.