Administrative Assistant IV

Description The City of Roanoke is seeking an Administrative Assistant IV to perform a variety of difficult office management and high level administrative support work that requires interpretation, independent judgment and determining appropriate processes.
Job responsibilities include but are not limited to controlling, coordinating, and monitoring a work control system; analyzing budget and developing recommendations for department; and interpreting, monitoring, and analyzing information regarding operating policies and procedures.
The successful candidate will conduct field observations to ascertain the level of service rendered by various City agencies, channel citizen complaints and requests for service to appropriate service agencies and perform necessary follow-up, and prepare technical and non-technical correspondence and/or presentation materials.
They may serve as HR Contact for a department and may supervise an assigned staff.
Associates degree in business, secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience is required.
The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.
To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry.
Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment.
By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.
This is a non-exempt position.
Examples of Duties Libraries This position offers a high level of administrative support to the director, branch managers and library staff, as well as its community partners - Roanoke Public Library Advisory Board and Roanoke Valley Library Consortium.
This position supports contract management, Board/Committee needs, and maintains the annual budgeting program for the Roanoke Public Library Foundation (PLF) funds.
The position coordinates and ensures proper condition and facility maintenance of all seven branches, handles the scheduling of vendor deliveries and services, procurement of all supplies and inventory maintenance for the libraries; oversight for facility security, building access and serves as the after-hour contact for alarm notifications, point of contact for the use of rental areas for private use as well as the escalation point for customer service issues from patrons and primary contact for vendors using the amphitheater.
May serve as HR Contact for the department.
This position has supervisory responsibilities.
Associates degree in business, Secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience.
Typical Qualifications SUMMARY Performs a variety of difficult office management and high level administrative support work that requires interpretation, independent judgment and determining appropriate processes to be used.
Work is performed under limited supervision.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
Other duties may be assigned.
Controls, coordinates and monitors a work control system Researches and analyzes information to identify trends, draws conclusions, make recommendations Prepares monthly reports detailing material and personnel usage and departmental cost accounting data Develops financial reports and data analysis Analyzes budget and develops recommendations for department Interprets, monitors and analyzes information regarding operating policies and procedures Recommends improvements to existing and proposed administrative policies, practices and techniques Conducts field observations to ascertain the level of service rendered by various City agencies Channels citizen complaints and requests for service to appropriate service agencies and performs necessary follow-up Resolves problems that have a significant impact on the overall goals of the department May serve as liaison with the public, State, Federal, private organizations, boards and commissions Performs payroll time entry and completes personnel transactions for department Prepares technical and non-technical correspondence and/or presentation materials Maintains office calendars including court appearances, meetings, etc.
May assist with grant writing and researches grant opportunities May serve as HR Contact for a department Human Resource Contact Coordinates the hiring and on boarding of new employees Create job requisitions in NEOGOV Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave.
May assist in payroll related task May complete time-entry for personnel in your department (known as the NLA system).
Perform other duties as assigned SUPERVISORY RESPONSIBILITIES May supervise assigned staff as needed.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Supplemental Information LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to prepare reports and correspondence.
Ability to communicate effectively with groups of customers or employees of organization.
REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret a variety of instructions furnished in written or oral form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee frequently is required to stand and sit.
The employee is occasionally required to walk.
The employee must regularly lift and/or move up to 10 pounds.
Specific vision abilities required by this job include ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This is a job description and not an individualized position description.
A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
Overview of Benefits for Full-Time Employees: Paid leave is time off from work available for use by an employee upon approval by supervisor.
The first 24 consecutive leave hours for any illness must be charged to paid leave with additional time charged to extended illness leave.
Paid leave for employees of the city shall accrue as follows: Years of Service Hours Per Month Fire 24-hr shift Employees0 - 4 12 19.
755 - 9 14 22.
7510- 14 16 25.
5015 - 19 17 26.
7520 - 24 18 28.
7525 + 20 32 Extended Illness Leave: shall accrue at the rate of six (6) hours per month.
Fire suppression employees shall accrue extended illness leave at nine (9) hours per month.
Funeral Leave: for family, up to three consecutive days.
Military Leave: Twenty-one work days per Federal fiscal year.
Holidays: The City provides 96 hours of annual paid holiday time.
Mental Health & Well-Being Leave: Employees receive 24 hours (Fire Suppression receives 34 hours) of Mental Health & Well-Being Leave upon hire.
Certification of mental health diagnosis is not required and leave will not be paid out upon separation.
Shared Leave Bank (effective 1/1/2023): Voluntary membership for full-time Employees who will be out for an extended period of time and has exhausted all other forms of leave.
Members are required to provide 8 hours of their Extended Illness per fiscal year and at least 8 hours per assessment.
Assessments will be limimted to 4 times per fiscal year (max of 40 hours per fiscal year).
Health Insurance: Four coverage types are available: Employee only, Employee + 1 Child, Employee + Spouse and Family.
Coverage is available through payroll deduction.
Additionally, the city offers the following three Aetna Health Plan Options:PPO 300 – Provides 100% coverage for preventive care; lower deductible and out-of-pocket maximums than other medical plans; and has higher employee premiums.
This is comparable to the current insurance program.
PPO/HRA 1000 – Provides 100% coverage for preventive care; has higher deductible and out-of-pocket maximum than the PPO 300 plan; has lower employee premiums than the PPO 300 plan; and the employer makes contributions to an account through a Health Reimbursement Arrangement (HRA).
The City of Roanoke contributes $500 for employee only coverage and $1,000 for all other tiers.
Contributions are pro-rated dependent upon enrollment date.
PPO/HSA 2700 – Provides 100% coverage for preventive care; has higher deductible and out-of-pocket maximum than other medical plans; has lower employee premiums; and both the employer and the employee make contributions to a Health Savings Account (HSA) to pay for medical expenses which apply to the deductible.
The City of Roanoke contributes towards the Health Savings Account (HSA), $1,300 for employee only coverage and $2,600 for all other tiers.
Contributions are pro-rated dependent upon enrollment date.
Optum RX (Pharmaceutical Benefits Manager) - Manages pharmacy benefits, processes employee pharmacy claims and answers employee pharmacy benefit questions.
Aetna Health Plan 2022 Monthly Rates PPO 300 Employee Only: $70.
94Employee + Child: $265.
16Employee + Spouse: $621.
98Family: $680.
04PPO/HRA 1000Employee Only: $45.
94Employee + Child: $225.
16Employee + Spouse: $571.
98Family: $580.
04 PPO/HSA 2700Employee Only: $21.
72Employee + Child: $169.
46Employee + Spouse $474.
36Family: $476.
68 Dental Insurance: Four coverage types are available: Family, Employee and Spouse, Employee and Child, and Employee only.
Coverage is available through payroll deduction.
Delta Dental 2022 Monthly RatesEmployee: $2.
80Employee/Child: $18.
88Employee/Spouse: $18.
88Family: $49.
36 Life Insurance: Paid by the City at no cost to employees.
Coverage is equal to the annual salary rounded to the next highest thousand and then doubled.
For an accidental death, the coverage would be twice this amount.
Optional Life Insurance: Paid by the employee.
Various amounts of coverage, including family members, available through payroll deduction.
Long Term Disability Insurance: Designed to provide a monthly benefit to assist employees with bills and maintaining a standard of living when disabled as a result of a covered sickness or injury.
Coverage is available through payroll deduction.
Annual cost is your annual salary multiplied by .
00255.
This amount is half of the total premium and the City pays the other half.
Retirement: Employees contribute 5% of salary and choose between participating in a traditional defined benefit plan or a hybrid program.
Employees vest in the employer component of either plan upon completing five (5) years of service.
Defined Benefit Pension Plan: Normal retirement after 55th birthday, and when combination of age and creditable service equals 85; or, 65th birthday if completed at least five years of creditable service.
For sworn officers in Police and Fire/EMS, normal retirement after 50th birthday, and when combination of age and service equals 75; or, 65th birthday or older with 5 years of creditable service.
An annual retirement benefit equals 2.
0% of salary (based on an average of the highest five years) times the number of creditable years with a maximum of 63%.
Early retirement options are available and reductions may apply based on age and service.
Hybrid Program: Provides the characteristics of the traditional pension plan with that of a deferred compensation plan.
The pension plan provides an annual benefit equaling 1% of salary (based on an average of the highest five years) times the number of creditable years with a maximum of 63%.
The deferred compensation component provides for the employee contribution to be deposited in an account directed by the member.
The combination of the two components is structured to provide approximately the same actuarial benefit as the Defined Benefit Pension Plan.
International City Management Association - Retirement Corporation (ICMA-RC) provides the third party administration of this deferred compensation plan for participating employees.
Sheriff's Department Employees are covered b the Virginia Retirement System (VRS).
Previous service covered by VRS may be portable to the Roanoke Retirement System.
Retirement Health Savings Plan: All employees contribute 1% of salary to a 401(h) health savings account.
Employees vest in the City match of 1% upon completing five (5) years of service.
International City Management Association - Retirement Corporation (ICMA-RC) provides the third party administration of this plan for participating employees.
Deferred Compensation: Employees may voluntarily contribute salary deferred dollars into a City Sponsored 457 Plan.
International City Management Association - Retirement Corporation (ICMA-RC) provides the third party administration of this deferred compensation plan for participating employees.
Flexible Spending Account: Allows employees to set aside pre-tax dollars from their pay checks to pay for child care and/or medical and dental expenses not covered by the City's health care or dental plans.
You may also set aside pre-tax dollars to cover certain transit or parking expenses.
Keep in mind only transit or parking expenses may be rolled over from year to year.
Virginia College Savings Plan: Two plans to choose from at a reduced application fee, Virginia Prepaid Education Program and the Virginia Education Savings Trust.
Employee Health Services: The City employee health services provides medical care for employees, retirees, and eligible spouses.
Employee Assistance Program (EAP): Support services available to assist employees facing life challenges.
Pay Days: Direct deposit is required for all new employees.
Paid bi-weekly, 26 pay periods per year.
Vision Insurance: Paid by the Employee.
Includes annual routine eye exam, discounts on eyeglass frames, eyeglass lenses and contact lenses.
CEC 2022 Monthly RatesEmployee: $6.
68Employee/Spouse: $12.
68Employee/Child(ren): $13.
36Family: $19.
71 Discounts & Voluntary Benefits: Employees may access discounts through various national and local retailers.
Discounts include 10% off auto insurance and 5% off home or renters insurance with Liberty Mutual.
Voluntary benefits offered through Corestream.
Critical Illness, Accident Insurance and Cancer Policies will be available through Colonial Life and Long Term Care will be available through Transamerica.
All voluntary benefits may be payroll deducted.