Job Details

Job Title: Office Assistant

The purpose of the class is to perform a wide variety of clerical and administrative data entry support duties in a manner that demonstrates a commitment to providing excellent internal and external customer service to support the mission of the Hampton Sheriff's Office (HSO). Some of the work may require knowledge specific to the department/division. The Office Assistant works collaboratively within and outside the organization and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner. Performs duties as assigned and is accountable for the use of delegated authority. Pursuant to 15.21603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.

Typical tasks include:

• Types a variety of correspondence, reports, and forms; may type minutes of meetings, newsletters, annual reports, purchase orders, and authorization for payment forms. May use a word processing system to compile and update a variety of membership rosters, mailing lists, form letters, or other documents. Operates standard office machines, personal computers, word processors, and other equipment. Reviews all work for accuracy and completeness.
• Sorts reports, compiles data, and maintains files of correspondence, reference materials, statistical records, etc. Cross-indexes and file data to ensure ease of location. May perform data entry duties. Maintains confidentiality of all information.
• Receives, sorts, and distributes incoming mail. Answers telephone, receives and greets visitors, ascertains nature of business, answers general information questions, and/or refers the caller to the appropriate individual or department. Ensures that coworkers are informed of all calls received during their absence. May maintain the supervisor's appointment calendar.
• May collect financial/statistical data and post it accurately on prescribed forms.
• May assist in planning and implementing departmental functions or special events.
• Assist colleagues with day-to-day responsibilities as needed.
• Assists with special projects as needed.
• Demonstrates regular and punctual attendance.
• Performs other related duties as required.

Minimum requirements include:

• Graduation from high school or successful completion of the GED.
• Requires the ability to efficiently use a computer and other office equipment to complete tasks. Requires good knowledge of office terminology, procedures, and equipment; working knowledge of Microsoft Office software; good understanding of business arithmetic and English.
• Requires the ability to: learn complex computer programs; maintain records and attention to detail; follow complex oral and written instructions, and establish and maintain effective working relationships with diverse populations.
• Must have effective oral and written communication skills.
• An acceptable combination of education and experience may be considered.
• Must possess a valid driver's license and must have and maintain a satisfactory driving record based on the City of Hampton's criteria.
• Must successfully pass a background check before any offer of employment or promotion.

Additional requirements include:

• Ability to maintain confidentiality of all information; the ability to make sound independent judgments within the context of established departmental and City policies and procedures.
• Requires contact with other City departments, the general public, and other agencies.
• May require duties to be performed during evenings and weekends as scheduled.
• The incumbent may be considered "essential personnel" during City emergencies or at the direction of the City Manager, which may include long hours and unusual schedules.

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 that recognizes 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.