Office Assistant II

Department: Virginia Beach Sheriff’s Office

Job Title: Office Assistant II - Training

Starting Salary: $33,973.20 - $16.33 an hour

Job Type: Full Time

Work hours: Monday – Friday 0800-1630 with 1/2 hour lunch

Nature of Work:

Performs a variety of clerical duties involving general office duties.

Representative Work Functions and Responsibilities:

• Prepares replies to correspondence in accordance with established procedures.

• Proofread and correct documents.

• Prepares lesson plans, presentations, and applications for General Instructors.

• Assist the Training Division in conducting general classes as a General Instructor.

• Schedules meetings for supervisors as well as other staff.

• Reads and route incoming mail and assembles files and other materials to facilitate reply by a supervisor.

• Maintains paper and/or electronic cross-referenced office files and a variety of other records by sorting, and indexing alphabetically, numerically, and geographically.

• Prepares and types of requisitions for the purchase of supplies and equipment.

• Serves as receptionist, answering telephone and giving general information in response to public inquiries, receive suggestions, concerns, complaints, and take appropriate action and provide response.

• Operates standard office machines and standard software applications.

• 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.

• Track and schedule all personnel for certifications and provide reports to the Department of Criminal Justice Services (DCJS).

• Distribute written notification to all employees for required training. Provide training records upon request.

Performance Standards:

Types 40 words per minute without spelling, grammatical, or typographical errors; prepares and maintains accurate records and files; accurately routes correspondence and messages; effectively and courteously communicates orally.

Minimum Requirements/ Preference:

High school or GED plus one year (1) of experience in fields providing the 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. Must have, or obtain, a current and valid Virginia or North Carolina driver’s license in accordance with Virginia of North Carolina DMV driver’s license eligibility requirements.

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. Must be available to work overtime when required to meet operational needs.

Working Conditions

The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title.

Note: Per SOP 03-09-01 Americans with Disabilities, the Sheriff’s Office follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The Sheriff’s Office shall not discriminate on the basis of disability in its hiring and employment practices. The Sheriff’s Office shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or appointee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the Sheriff’s Office business.

Physical Requirements:

Physical refers to the requirement for physical exertion and coordination of limb and body movement. Positions sedentary work that requires walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis and involve routine keyboard operations.

Mental Requirements:

Mental refers to the degree that the job involves cognitive activities, and use of mental processes. Perform clerical, manual, and technical tasks requiring a wide range of procedures and may require intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Environmental Conditions:

Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken. This job typically involves a risk of limited to no exposure to any environmental hazards.

Sensory Requirements:

Sensory refers to hearing, sight, touch, taste, and smell required by the job. The job requires normal visual acuity, and field of vision, hearing and speaking.

Knowledge-Skills-Abilities Required to Perform Satisfactorily

A. Knowledge

1. General knowledge of the security, rules, regulations, policies and procedures of the Virginia Beach Correctional Center.

2. Knowledge of state laws and local ordinances.

3. Knowledge of microcomputer applications and Sheriff’s Office standard software applications.

4. Knowledge and ability to prepare records and reports necessary to support their investigation.

B. Skills

1. Skill in the handling of documents to ensure that they are properly processed.

2. Skill in operating a computer and Sheriff’s Office software applications.

3. Skill in the application of research and statistical techniques.

C. Abilities

1. Ability to comprehend and follow oral and written instructions with minimal guidance from others.

2. Ability to communicate effectively orally and in writing.

3. Ability to operate a computer with necessary speed and accuracy and use standard software applications.

4. Ability to prepare complex reports.

5. Ability to supervise and plan the work of others.

6. Ability to work efficiently and plan own work assignments; schedule to meet long-term goals and objectives.

7. Ability to research documents and effectively communicate findings.

8. Ability to perform data entry or maintain handwritten records.

9. Ability to perform tasks requiring employee to sit or stand for extended periods throughout the workday.

10. Ability to establish and maintain effective working relationships with the public, supervisor, subordinates, and co-workers.

11. Ability to remember procedures or steps and recall them to carry out routine tasks.

12. Ability to maintain flexibility and incorporate changes in policies and procedures into routine job tasks.

13. Ability to focus on routine tasks without distraction and complete tasks within expected time frame without compromising accuracy.

14. Ability to maintain composure in stressful situations and react appropriately to handle issues.