Administrative Assistant

Administrative Assistant

Salary

$42,248.00 - $52,209.00 Annually

Location

City Hall, 442 W. Washington Street, Suffolk, VA

Job Type

Full Time

Job Number

04541

Department

ASSESSOR

Opening Date

06/08/2026

Closing Date

6/22/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Description

Under general supervision, performs secretarial and administrative duties for an assigned department head. Work involves the preparation of correspondence and other documents. Employee is also responsible for performing research and providing information on complaints received; assisting in the coordination of special events; screening and independently handling a variety of routine inquiries by telephone and in person; and maintaining a variety of records and files. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public.

Essential Job Functions

• Answers telephone and greets visitors; receives and responds to inquires based on detailed knowledge of departmental operations and individual staff member's assignments and status of work; advises staff of complaints and concerns received, as appropriate.
• Reviews, sorts and distributes mail; screens verbal and written communications to Department Head and managers, which includes routing correspondence to department head and managers with appropriate instructions for response or action.
• May manage schedules for appropriate conference rooms in an assigned department.
• Manages Department Head's calendar and advises of upcoming appointments and deadlines.
• Maintains a comprehensive, current knowledge of City policies and procedures; attends workshops and training sessions as appropriate.
• Performs general research as requested for department head, managers and employees and compiles information as needed.
• Serves as liaison between the Department Head, Managers, Employees, Human Resources, Payroll and other City departments in matters relating to personnel or payroll; provides information/assistance regarding employee benefits, payroll, procedures, and other issues; distributes forms/documentation as requested; responds to routine questions, researches problems/complaints, and initiates problem resolutions.
• Communicates with Department Head, Managers, Employees, Vendors and other departments, the public, outside agencies and other individuals as needed to coordinate work activities, review status of work, exchange information to resolve problems.
• Assists in the preparation of the departmental budget; processes invoices, purchase orders and requisitions; monitors departmental expenses.
• Coordinates business meetings and, occasionally, luncheons, which includes reserving appropriate meeting locations and facilities.
• Assists in the coordination of special projects and programs within the department.
• Performs other related duties as required.

Required Qualifications

Associate's degree in secretarial science, and 3 to 5 years' experience in secretarial/clerical work, preferably in government; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires a valid driver's license.

Supplemental Information

• Knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge of the organization and functions of the City and department.
• Knowledge of modern office practices and procedures including a knowledge of popular computer-driven word processing, spreadsheet, desktop publishing and graphics, and file maintenance programs.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.
• Ability to read a variety of informational documents, maps, computer screens, procedures manuals, and computer print outs. Requires the ability to enter data into computer, complete a variety of forms, etc. Must be able to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems; to deal with nonverbal symbolism in its most difficult phases; to deal with a variety of abstract and concrete variables; to comprehend the most abstruse classes of concepts.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal and insurance terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with persons acting under stress.
• Ability to maintain moderately complex records.
• Ability to draft routine documents.
• Ability to understand oral and written instructions.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to compile data from a variety of sources and prepare clear reports from such information.
• Ability to exercise tact and courtesy in frequent contact with City employees and the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

Seasonal Employees- No Benefits

Part-time Employees - Sick Leave (See below)

Full Time Employees are eligible for the following benefits;

Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members

Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.

Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.

Paid Time Off (PTO)

Yearly earnings

120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)

Sick Leave

Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.

Personal Leave

All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.

Health Insurance

Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.

Supplemental Insurances

Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.

Employer Sponsored Short Term and Long Term Disability

Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.

Flexible Spending Accounts

Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.

Life Insurance

The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.

Optional Life Insurance

Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.

Family and Medical Leave Act (FMLA)

12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.

Funeral Leave

24 hours of paid leave of absence in case of death in immediate family.

Holidays

Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Jury Duty

Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.

457 Deferred Compensation, ROTH IRA, Traditional IRA

Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.

Employee Assistance Program

Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.

Workers Compensation

Should an employee have an on the job injury, he/she could be eligible for Workmens Compensation Benefits, except in cases of willful neglect.

Pay Days

Employees will be paid on the 15th and last working day of each month.

Credit Union

A Suffolk Credit Union is available to employees.

Legal Services

Employees may prepay for access to legal assistance.

Notary Public Services

Services available in the Human Resources Department.

Alternative Work Schedule

For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.

01

Which of the following reflects your highest level of education?

• High School Diploma or GED
• Some College
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate Degree
• Other/Other Degree
• None of the Above

02

Do you have a valid drivers license?

• Yes
• No

03

Which of the following best describes your experience in data entry or with personal computers such as excel and access software?

• 0 to less than 1 year
• 1 year to less than 2years
• 2 years to less than 3 years
• 3 years to less than 4 years
• 4 years to less than 5 years
• 5 years to less than 6 years
• 6 years to less than 7 years
• 7 years to less than 8 years
• 8 years to less than 9 years
• More than 9 years

04

Do you have any experience working in an Assessors office for a local government or municipality?

• Yes
• No

05

Which of the following best describes your clerical, administrative, and/or customer service experience in a professional office setting?

• 0 to less than 1 year
• 1 - 2 years
• 2 - 3 years
• 3 - 4 years
• 4 - 5 years
• 5 - 6 years
• 6 - 7 years
• 7 - 8 years
• more than 8 years

06

Do you have experience with the Microsoft Office Suite products listed below? Please check all that apply.

• Word
• Excel
• Publisher
• Outlook

Required Question

Employer City of Suffolk

Address 442 W. Washington Street, Suite 1044

Suffolk, Virginia, 23434

Phone 7575144110

Website http://www.suffolkva.us