Administrative Support Specialist
4 days ago
We are seeking a highly skilled Administrative Assistant to join our team at the City of Salem, VA. As an Administrative Assistant, you will provide administrative support to department staff, receive and process incoming calls and visitors, prepare and maintain records and files, and perform related work as apparent or assigned.
Key Responsibilities- Act as receptionist, greet visitors, answer telephone, provide information, answer questions, and respond to inquiries or complaints.
- Assist the public with the completion of various records, applications, etc., verify completeness and accuracy of information, perform research, and coordinate with other departments and agencies.
- Type a variety of documents, including correspondence, forms, reports, requisitions, meeting minutes, agendas, and related documents, contracts, etc.
- Enter data into computer systems, maintain databases, check and review data for accuracy, completeness, and conformance to established standards and procedures.
- Prepare and maintain office files, accounts, and other records, maintain department calendar, and schedules appointments.
- Assist with processing accounts receivable, accounts payable, payroll, budgetary, and other financial data, reconcile and code credit card transactions and statements, collect payments and fees, issue receipts, and reconcile invoices with payment vouchers.
- Receive, sort, process, and distribute incoming and outgoing mail.
- Operate standard office equipment, perform light maintenance on photocopy and scanning equipment.
- Maintain inventories and order supplies, prepare purchase orders.
- High school diploma or GED with coursework in business administration or related field and moderate experience providing administrative support, or equivalent combination of education and experience.
- Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques, business English, spelling, and arithmetic, organization and functions of the department, and general administrative policies and practices.
- Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment, ability to keep office records, prepare accurate reports from file sources, type and transcribe dictation, prepare effective correspondence on routine matters, and perform routine office management details without referral to supervisor.
- Ability to establish and maintain effective working relationships with City officials, associates, and the general public.
- Two health plan options, health savings account, flexible spending accounts, 100% paid dental insurance for the employee and options for all family members, life insurance, disability, EAP, and enrollment in the Virginia retirement plan.
- Service with the city qualifies for Public Loan Forgiveness to help pay off student debt.
- Free Health Clinic for all employees and covered dependents.
- Paid time off and extended illness leave.
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