Administrative Assistant

*Microsoft Office testing and writing samples are required for applicants selected to advance in the recruitment process*

Position responsibilities increase based on Administrative Assistant level. The list below reflects the responsibilities of an Administrative Assistant I. A complete list of duties for a Level II Administrative Assistant is available upon request.

• Type, compose, proofread, edit, track, and respond to general correspondence, reports, checklists, approval forms, and emails; respond to supervisor's general emails as needed.
• Take proactive steps to relieve the administrative burden of those being supported.
• Perform data entry (i.e., work orders and requisitions) into Prince William Water, division, and/or department-specific equipment and manipulate databases.
• Copy documents.
• Ensure maintenance of general office equipment.
• Answer phones, assess the nature of calls and process calls; and initiate calls as needed on behalf of supervisor, division, and/or department to internal and external contacts.
• Greet, direct, and assess visitors for priority and access to division and/or department staff and/or director or manager.
• Assess, track, monitor, and/or process multiple incoming forms and/or time-sensitive documents and ensure a successful response, review, signature, and/or other appropriate action.
• Maintain general paper and electronic filing system of the director, manager, and/or department (i.e., documents, records, and correspondences).
• Maintain and update contact lists.
• Plan, organize, and coordinate general and/or reoccurring meetings and small events for various group sizes including, but not limited to arranging space, inviting attendees, ordering refreshments, and ensuring technological support.
• Track and manage general deadlines of directors, managers, and division and/or department, contracts, and purchase orders.
• Maintain and order division and/or department supplies as needed (i.e., items from The Supply Room (TSR), letterhead, tissues, business cards).
• Review, process, and distribute division and/or department incoming and outgoing mail; prepare and/or coordinate mailings of all sizes.
• Review division and/or department emails as needed and respond accordingly.
• Establish, manage, and review general appointment(s), calendar(s), and schedule(s) for the director or manager, and division and/or department.
• Communicate upcoming events, commitments, priorities, and responsibilities to the director or manager.
• Provide general backup coverage to other divisions and/or department administrative staff as needed.
• Handle and maintain the privacy and confidentiality of general matters.
• Prepare and arrange travel.
• Proactively coordinate and prepare business resources and materials for events and meetings.
• May be deemed essential at any time.
• Perform other duties as assigned or required.

Essential Competencies:

• Possess and demonstrate basic and intermediate knowledge and proficiency of general programs including, but not limited to Microsoft Office Suite, Excel, and Adobe Professional; and ability to learn basic and intermediate technical skills utilizing Prince William Water software (i.e., SuccessFactors, LMS, JDE, ADP, CMMS, PolicyTech and Cayenta).
• Possess and demonstrate intermediate keyboarding skills.
• Possess and demonstrate general knowledge of modern office equipment and systems (i.e., phone, copy, and fax machines), and practices and procedures.
• Ability to access and manage multiple email accounts including responding as needed.
• Possess and demonstrate general organizational skills.
• Possess and demonstrate the ability to draft, format, proofread, and edit general business memos, reports, checklists, forms, and/or letters.
• Possess and demonstrate a thorough knowledge of standard business grammar, spelling, and punctuation.
• Ability to assess, track, monitor, and process multiple incoming forms and/or time-sensitive documents; and ensure appropriate response, review, signature, and/or other necessary action.
• Ability to maintain general office electronic/online and paper filing systems.
• Possess and demonstrate well-developed organizational, planning, and coordinating skills.
• Ability to plan and coordinate meetings and small events (i.e., invitations, room setup, technological support, and refreshments).
• Possess and demonstrate accurate, general math skills (addition and subtraction).
• Ability to learn and demonstrate a general understanding of division and/or department function, staff, and business goals.
• Possess and demonstrate well-developed follow-through and multi-tasking skills.
• Ability to prioritize projects and resolve conflicting project schedules.
• Possess and demonstrate well-developed verbal and interpersonal communication and customer service skills.
• Possess and demonstrate basic office administrative knowledge.

• High School diploma or GED.
• At least two years of experience performing general administrative work.
• Or a combination of education and experience as described above.

• The Administrative Assistant I in the Finance Department must successfully pass a credit check.

• None

The physical demands and work environment characteristics 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 essential functions.

• Physical demands: The work is mostly sedentary with periods of light physical activity. Typical positions require workers to walk or stand for short periods; lift and carry up to 30 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and operate computer or typewriter keyboards. The work requires the ability to speak clearly and to see and hear clearly with or without correction.
• Work environment: Primary work is performed indoors in a standard office environment. The noise level in the work environment is usually moderate.