Office Assistant II

City of Virginia Beach - Virginia Beach, VA

Full-time
This position will provide administrative support to Claims Adjusters within the City's Risk Management division.

The selected candidate will:
Prepare replies to correspondence in accordance with established procedures.
Proofread and correct documents.
Schedule meetings for supervisors as well as other staff.
Collect fees; manage petty cash accounts, and receive other cash in some positions.
Prepare mileage and travel reimbursement requests, and a wide variety of other reports.
Prepare accounting and statistical tables and miscellaneous material.
Read and route incoming mail and assemble files and other materials to facilitate reply by a superior.
Maintain paper and/or electronic cross-referenced office files and a variety of other records by sorting and indexing materials alphabetically, numerically, and geographically.
Key requisitions into the enterprise financial system for the purchase of supplies and equipment.
Serve as receptionist, answering telephone and giving general information in response to public inquiries.
Operate standard office machinery and City standard software applications.
Type 40 words per minute without spelling, grammatical, or typographical errors; prepare and maintain accurate records and files;
Accurately route correspondence and messages;
Effectively and courteously communicate orally.
May perform notary public duties.
Must have strong attention to detail.
Exercise discretion and maintain confidentiality in all matters relating to City business.
Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less.
Individual assignments will be determined by the supervisor based on then current workloads and department needs.

Official City Job Description:
https://www.vbgov.com/government/departments/human-resources/Employment-VBGOV/Job%20Descriptions/Office_Assistant_II_00190.pdf

Minimum Requirements:
MINIMUMS: High school or GED plus one year (1) of experience in fields providing the required knowledge, skills and abilities, such as clerical or office assistant; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Requires a passing score on typing test.

SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Additional Requirements:
DMV Transcript: Not Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required

Attachments Required: Resume
Cover Letter
Writing Sample

Preferences:
  • 3+ Years of Front Office Experience providing excellent customer service in person and by phone
  • Exp. Providing administrative support to professional level staff
  • Associates Degree in Public Administration, or related field
  • Exp. Working in a confidential environment
  • 4+ Years of experience utilizing Microsoft Office Suite
  • Exp. With Corporate Insurance Policy Management
  • Public Risk Management experience
Special Instructions:
Please complete the application in its entirety. The application is the primary required document used to screen qualifications and years of experience. A resume does not replace a completed application. Fields on the application left blank, including but not limited to job duties, dates of employment, and hours worked, may cause your application to be incomplete.
You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.
Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you give us in the work experience section of this application. Be sure you are thorough in describing your skills and duties as you complete the work experience section. If the information cannot be verified you will not receive credit.
Please provide a copy of any certifications or related professional licenses.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

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