Minimum Qualifications The Administrative Assistant position requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Preferred candidates should have 5+ years related experience with proven office administration and customer service skills, solid working knowledge of office processes, and experience with related computer software and electronic communications tools. Candidates should have proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy, ability to work across teams and with a variety of projects and constituencies, strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, and demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Proficiency in Microsoft Office (Outlook, Word, Excel, Visio, and PowerPoint), Adobe Acrobat, and Social Media web platforms is also preferred.
Duties Description Administrative Assistant to Assistant Chief and Support to Investigators— Duties will include, but not limited to the following:
• Includes daily requirements as well as special projects for assistant chief
• Provide support to investigators in the form of assisting with IT issues/troubleshooting/putting in ticket if unable to resolve
• Assisting with SFS reports
• Scanning and photocopying of case files and uploading to VPCR as well as duplication of CDs, videos, files from/to discs or flash drives to be sent to outside sources
• Preparation of suspect letters and effecting SCR checks
• Organization and filing of archives
• Maintenance of 3 Xerox machines
• Review and respond to email and general correspondence with regards to all office-related matters
• Setting up of interviews for prospective Region 4 candidates, and serving as liaison between assistant chief and such candidates
• Weekly preparation of Region 4 Weekly Active Case Report and related report to Region 4 supervisory staff
• Cardiac Life (AED) coordinator
• Posting of announcements and Human Resources information on bulletin board in breakroom
• Assisting with new employee onboarding requirements
• Assisting Supervising Assistant Special Prosecutor with special tasks during absence of an assistant
• Assisting administrative hearing judges with general office needs
• Meet/greet visitors to the office
• Answer main telephone line and assist in directing calls/taking messages
• Accept and distribute mail and package deliveries; post and mail office mail and take UPS packages to drop box; maintenance of account including ordering of postage supplies and printing of stamps
• Reserve conference rooms: organize details such as set up, required materials or equipment; organization of special events
• Maintain inventory and order supplies for office, with attention to any special requests; accept deliveries and restock shelves/distribute supplies; scanning/emailing invoices/packing slips to Delmar staff
• Liaison between our office and building management company for day-to-day needs, for instance: heat/air conditioning, bathroom/plumbing/supply, exterminator, appliance repair, cleaning service, floor stripping/waxing, parking issues, etc
• Manage all aspects of fleet maintenance such as oil changes, inspections, repair, washer fluid, car washes.