Administrative Assistant - Senior (Fire) - #257956

"Join the City of Hampton team! As a proud V3 (Virginia Values Veterans) employer and a designated Military Spouse-Friendly Employer, we are committed to supporting veterans and military spouses. We offer a welcoming and inclusive workplace, recognizing the unique skills and experiences that military families bring. Come work for Hampton, a vibrant waterfront community celebrating and embracing 400 years of history and innovation, creating an even more dynamic future! We are located in the center of the Hampton Roads region and offer lots of waterfront fun, rich and diverse history, and a vibrant restaurant scene. Hampton offers excellent benefits, career and professional development, tuition reimbursement and other benefits."

Are you a seasoned administrative professional who thrives in a fast-paced environment and enjoys making a difference behind the scenes? The City of Hampton is seeking a Senior Administrative Assistant to support the leadership team within the Fire Department. This position provides advanced-level clerical and technical support directly to the Fire Chief and senior management. You'll be an essential part of keeping operations running smoothly from handling correspondence to coordinating meetings, managing records, and supporting community outreach.

Key Responsibilities

• Performs a variety of specialized administrative duties, including but not limited to data entry, creating/maintaining/purging files, answering incoming calls, checking voice mail, monitoring, and ordering office supplies, and receiving and disseminating the daily mail.Â
• Maintains inventory and equipment to ensure smooth office operation. May process invoices and verify payments.Â
• Produces a wide variety of correspondence, documents, and reports, per supervisor's professional style and preferences. Makes effective use of word-processing, presentation, and spreadsheet software to prepare material for managers. May be required to analyze and prioritize information to make appropriate recommendations.Â
• Manages assigned department systems and processes.Â
• May coordinate group meetings, conference calls, and other departmental activities. May attend various meetings, and create and disseminate agendas and minutes.Â
• Assists as needed in maintaining personnel records. Assists as needed in maintaining the departmental budget.Â
• Serves the Fire Chief directly; serves as a lead worker; may train other clerical and technical staff.Â
• May coordinate or support various internal and community outreach resources and programs.Â
• May support historical, social media, photographic, and public information needs.Â
• Demonstrates regular and punctual attendance.Â
• Performs other related duties as required.
  
  

Minimum Qualifications

• Graduation from high school or successful completion of the GED; an Associate's degree or some college level coursework in Office Administration, Legal Secretarial Science, Business Law, Business or Public Administration or a closely related field of study is preferred.Â
• Requires five (5) years of experience in providing support and scheduling at a senior level, preferably within a municipal government or other service related organization, is required.Â
• Computer skills that include proficiency in word processing, spreadsheet and presentation software are required.Â
• A combination of education and experience may be considered for this position.
• Must successfully pass a background check prior to any offer of employment or promotion.
  
  

Additional Requirements

• Requires the ability to maintain confidentiality of all information. Requires effective communication with internal and external customers.Â
• Requires thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public; the ability to take and transcribe dictation may be required.Â
• Must possess the ability to make minor decisions in accordance with established policies and procedures; must be able to coordinate and organize resources in efficient and effective ways to meet goals; must be able to multi-task.Â
• Extensive contact with the general public, related agencies, community organizations, agency staff, and other City departments.Â
• May require working beyond a standard 40-hour work week to include evenings and weekends.Â
• The incumbent will be considered "essential personnel" during City emergency situations or at the direction of the City Manager which may include long hours and unusual schedules.