Administrative Assistant - Part Time

City of Suffolk, VA

Suffolk, VA

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JOB DETAILS

SALARY

$19.53–$24.14 Per Hour

SKILLS

Administrative Skills, Billing, Budgeting, Calendar Management, Cancer, Communication Skills, Compensation and Benefits, Conference Management, Credit Union, Data Collection, Data Entry, Desktop Publishing, Documentation, Driver's License, Employee Benefits, Event Management, Expense Tracking, File Maintenance, Government, Graphics, Healthcare Reimbursement, Human Resources, Insurance, Interpersonal Skills, Legal, Life Insurance, Mail Processing, Mathematics, Microsoft Outlook, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Process Improvement, Project/Program Coordination, Purchase Orders, Record Keeping, Regulations, Reporting Skills, Schedule Development, Spreadsheets, Telephone Skills, Time Management, Word Processing, Worker's Compensation, Writing Skills

LOCATION

Suffolk, VA

POSTED

Today

Salary: $19.53 - $24.14 Hourly
Location : Suffolk, VA
Job Type: Part Time
Job Number: 04476
Department: Sheriff Department
Opening Date: 05/01/2026
Closing Date: 5/22/2026 11:59 PM Eastern

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, discretionand 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.

Worker's Compensation
Should an employee have an on the job injury, he/she could be eligible for Workmen's 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 ScheduleFor 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

Do you have a high school diploma or GED?

02

Which of the following best describes your clerical, administrative, and/or secretarial work experience?

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

03

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

Word
Excel
Publisher
Outlook

04

Do you have a valid driver's license?

Required Question

About the Company

City of Suffolk, VA

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