Office Assistant Jobs

• May receive subpoenas from the Sheriff's Department for the department; and record subpoenas in ledger.
• Creates and produces department-specific guides, brochures, forms, and related documents.
• Provides clerical support to the Department; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Assists with the completion of requests filed in accordance with the Freedom of Information Act (FOIA), requests for fire reports, and permits (of all types).
• Performs notarization of documents as needed.
• May review Business License Applications and supplemental associated documents in Cityworks, initiating, and assigning cases as necessary.
• Monitors inventory of office supplies; advises appropriate staff when new supplies are needed; stocks office copy paper and cleans supply cabinets as needed; may order office supplies as needed.
• Performs general clerical tasks, which may include copying documentation, sending/receiving faxes, sending/receiving e-mail messages, sorting and distributing mail, or preparing outgoing mail.
• Communicates with supervisor, employees, other departments, attorneys, paralegals, surveyors, realtors, appraisers, title searchers, brokers, loan officers, taxpayers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Receives, sorts, and distributes mail to the appropriate party.
• Operates a personal computer, printer, scanner, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
• Researches and compiles various statistical or administrative data; conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed; researches and conducts special projects as assigned.
• May maintain file system of various files/records for the department.
• Performs customer service functions in person, by telephone, by mail, and/or by e-mail; provides information/assistance regarding department services, procedures, fees, or other issues; responds to inquiries from the public; assists stakeholders in researching information; explains policies and procedures; responds to routine questions or complaints; researches problems, gathers information, and refers issues to appropriate individuals/officials.
• Process sensitive reports and legal documentation with discretion and confidentiality.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Performs other related duties as required.
• Types, prepares, and/or completes various forms, reports, correspondence, record change forms, take-off sheets, production reports, or other documents.
• Provides assistance to other employees or departments as needed.
• May enter and merge data in computer to create record change forms; prints and compiles record change forms as required; collates, files, and maintains record change forms.
• May receive payments over the counter and through the mail; may process vouchers; may process monies in proper account and prepares receipts.

High school diploma or GED; supplemented by college level course work or vocational training in personal computer operations; supplemented by a minimum of one year previous experience and/or training that includes general office work, customer service, personal computer operations, and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid Commonwealth of Virginia Notary Public certification. Requires a valid driver's license

• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to deal with people beyond giving and receiving instructions; must be adaptable to performing under minimal stress when confronted with an emergency.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
• Ability to handle required calculations.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
• Knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position.
• Knowledge of the terminology, principles, and methods utilized within the department.
• Knowledge of the operation and maintenance of office equipment typically utilized within the position.
• Knowledge of the practices and procedures associated with clerical/general office work.
• Knowledgeable of and proficiency with computers and software programs typically utilized in the position.
• Ability to calculate and/or tabulate data, including performing subsequent actions in relation to these computational operations.
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
• Knowledge of modern office practices, methods, and procedures.
• Ability to inspect items for proper length, width, and shape, visually with job-related equipment.
• Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to read, understand, and interpret reports and related materials.
• Knowledge of the laws, regulations, standards, policies, and procedures pertaining to the essential duties and responsibilities of the position.
• Ability to type and perform data entry accurately and with appropriate speed.
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to use independent judgment and work with little direct supervision as situations warrant.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to effectively interact with supervisors, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in person and by telephone.

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 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.