Administrative Support Specialist

2 days ago

Salem, Virginia, United States City of Salem, VA Full time
Job Summary

We are seeking a highly skilled and organized Administrative Support Specialist to join our team at the City of Salem, VA. As an Administrative Support Specialist, 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 a variety of data into computer, enter information and maintain databases, check and review data for accuracy, completeness, and conformance to established standards and procedures.
  • Prepare and maintain a variety of office files, accounts, and other records, maintain department calendar and schedules appointments, compile information and verify data.
  • 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, reconcile invoices with payment vouchers, prepare daily deposits, prepare bills, perform calculations and post to statistical and other records applying knowledge of regulations.
  • Receive, sort, process, and distribute incoming and outgoing mail.
  • Operate a variety of standard office equipment, perform light maintenance on photocopy and scanning equipment.
  • Maintain inventories and order supplies, prepare purchase orders.
Requirements
  • 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, 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 office records and prepare accurate reports from file sources, ability to type and transcribe dictation, ability to prepare effective correspondence on routine matters and perform routine office management details without referral to supervisor.
Benefits
  • Two health plan options, health savings account, flexible spending accounts, 100% paid dental insurance for the employee and options for all family members including a well-funded health savings account, 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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