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Form of workSalary: $46,184.00 - $66,504.00 Annually
Location : Portsmouth, VA
Job Type: Full-Time Regular
Job Number: FY2024-00595
Department: Planning
Opening Date: 03/11/2024
Closing Date: 3/25/2024 11:59 PM Eastern
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
Under general supervision, this position performs administrative support to the Planning Department. Reports to Planning & Zoning Coordinator.
ESSENTIAL JOB FUNCTIONS
Performs administrative work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; reviews forms, data and other information to ensure completeness, accuracy and conformance to established procedures and policies.
Provides assistance with the preparation of requisitions, processes accounts payable, accepts fees and provides receipts for payments, prepares cash turn in reports and payment requests, oversees cash turn-in funds; increases or decreases purchase order amounts, records payment and purchase orders and closes out purchase orders.
Responsible for receiving and distributing incoming mail and packages for department and distributing to employees. Assists in addressing and processing outgoing mail. Orders and manages inventory of office supplies for the department.
Serves as the initial contact to the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; screens and responds to inquiries and complaints; route calls, messages, and applications to appropriate staff; provides information on policies and procedures, and applications; filing and record systems; and performs other similar types of support activities.
Maintains files and retrieves information as requested; assists with the preparation of divisional or departmental budget information and requisitions; prepares photocopies and scanning of various documents.
Provides assistance to various boards and commissions; coordinates with planning staff to create monthly agenda packages.
Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has considerable knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Skilled in the operation of common office equipment. Is able to understand and interpret oral and written instructions. Able to exercise tact and courtesy in frequent contact with the public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments, co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibilities for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meetings assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to policies and procedures regarding absences.
Initiatives and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet jobs responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable directions for the completion of work with a minimum of supervision and instruction.
Judgment: Exercise analytical judgement in areas of responsibility. Identifies problems or situations as they occur and specifies decisions objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks experts or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instructions and direction and strives to meet the goals and objectives of same. Questions such instructions and direction when clarification of results or consequences are justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationship with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to al safety and housekeeping standards established by the city and various regulatory agencies. Ensures that the standards are not violated. Maintains a clean and orderly workplace.
Education, Experience & Special Requirements
EDUCATION & EXPERIENCE
High school diploma or equivalent, supplemented by vocational or administrative training/courses in business, computer applications or a related field and 2-3 years of responsible administrative office experience; or an equivalent combination of education and experience.
An acceptable general background check to include a local, state, and federal criminal history check, along with a sex offender registry check.
Physical Demands
MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to use and demonstrate the use of varied office equipment. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently to move objects. Physical demand requirements are in excess of those for Sedentary Work.
Data Conception: Requires the ability to compare and or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and or signal people to conveyor exchange information. Includes receiving instructions, assignments and/or directions from supervisors.
Language Ability: Requires the ability to read a variety of checks, reports, records etc. Requires the ability to prepare letters, purchase orders, payment request, checks, etc. using prescribed formats and conforming to all rules punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence. Ability to make presentations.
Intelligence: Requires the ability to apply rational systems to solve practical problems to carry out instructions furnished in written, oral or diagrammatic form, to interpret a variety of instructions furnished.
Verbal Aptitude: Requires the ability to record and deliver information, explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English and possess considerable knowledge and terminology common to assignment.
Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiple and divide, determine percentages and decimals, interpret graphs, compute interest, profit and loss, ratio and proportions, etc.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
FLSA Status: Non-Exempt
EEO Cat: 6
The city of Portsmouth offers a complete and comprehensive benefit package to full-time employees including: medical, dental, vision, legal, Flexible Spending Accounts, basic and optional life insurance, short-term disability insurance, Virginia Retirement System (includes a mandatory 5% employee contribution), holidays, vacation, sick leave, deferred compensation plan, and Chartway Credit Union. To learn more details, visit
01
Please select the highest level of education completed.
02
Do you have 2-3 years of responsible administrative office experience?
03
Please describe any vocational or administrative training/courses in business, computer applications or a related field if applicable.
Required Question
Location : Portsmouth, VA
Job Type: Full-Time Regular
Job Number: FY2024-00595
Department: Planning
Opening Date: 03/11/2024
Closing Date: 3/25/2024 11:59 PM Eastern
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
Under general supervision, this position performs administrative support to the Planning Department. Reports to Planning & Zoning Coordinator.
ESSENTIAL JOB FUNCTIONS
Performs administrative work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; reviews forms, data and other information to ensure completeness, accuracy and conformance to established procedures and policies.
Provides assistance with the preparation of requisitions, processes accounts payable, accepts fees and provides receipts for payments, prepares cash turn in reports and payment requests, oversees cash turn-in funds; increases or decreases purchase order amounts, records payment and purchase orders and closes out purchase orders.
Responsible for receiving and distributing incoming mail and packages for department and distributing to employees. Assists in addressing and processing outgoing mail. Orders and manages inventory of office supplies for the department.
Serves as the initial contact to the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; screens and responds to inquiries and complaints; route calls, messages, and applications to appropriate staff; provides information on policies and procedures, and applications; filing and record systems; and performs other similar types of support activities.
Maintains files and retrieves information as requested; assists with the preparation of divisional or departmental budget information and requisitions; prepares photocopies and scanning of various documents.
Provides assistance to various boards and commissions; coordinates with planning staff to create monthly agenda packages.
Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has considerable knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Skilled in the operation of common office equipment. Is able to understand and interpret oral and written instructions. Able to exercise tact and courtesy in frequent contact with the public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments, co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibilities for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meetings assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to policies and procedures regarding absences.
Initiatives and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet jobs responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable directions for the completion of work with a minimum of supervision and instruction.
Judgment: Exercise analytical judgement in areas of responsibility. Identifies problems or situations as they occur and specifies decisions objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks experts or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instructions and direction and strives to meet the goals and objectives of same. Questions such instructions and direction when clarification of results or consequences are justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationship with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to al safety and housekeeping standards established by the city and various regulatory agencies. Ensures that the standards are not violated. Maintains a clean and orderly workplace.
Education, Experience & Special Requirements
EDUCATION & EXPERIENCE
High school diploma or equivalent, supplemented by vocational or administrative training/courses in business, computer applications or a related field and 2-3 years of responsible administrative office experience; or an equivalent combination of education and experience.
An acceptable general background check to include a local, state, and federal criminal history check, along with a sex offender registry check.
Physical Demands
MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to use and demonstrate the use of varied office equipment. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently to move objects. Physical demand requirements are in excess of those for Sedentary Work.
Data Conception: Requires the ability to compare and or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and or signal people to conveyor exchange information. Includes receiving instructions, assignments and/or directions from supervisors.
Language Ability: Requires the ability to read a variety of checks, reports, records etc. Requires the ability to prepare letters, purchase orders, payment request, checks, etc. using prescribed formats and conforming to all rules punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence. Ability to make presentations.
Intelligence: Requires the ability to apply rational systems to solve practical problems to carry out instructions furnished in written, oral or diagrammatic form, to interpret a variety of instructions furnished.
Verbal Aptitude: Requires the ability to record and deliver information, explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English and possess considerable knowledge and terminology common to assignment.
Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiple and divide, determine percentages and decimals, interpret graphs, compute interest, profit and loss, ratio and proportions, etc.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
FLSA Status: Non-Exempt
EEO Cat: 6
The city of Portsmouth offers a complete and comprehensive benefit package to full-time employees including: medical, dental, vision, legal, Flexible Spending Accounts, basic and optional life insurance, short-term disability insurance, Virginia Retirement System (includes a mandatory 5% employee contribution), holidays, vacation, sick leave, deferred compensation plan, and Chartway Credit Union. To learn more details, visit
01
Please select the highest level of education completed.
- Less than High School
- High School Diploma or GED
- Some College
- Associates/Vocational/Technical
- Bachelor's Degree or Higher
02
Do you have 2-3 years of responsible administrative office experience?
- Yes
- No
03
Please describe any vocational or administrative training/courses in business, computer applications or a related field if applicable.
Required Question
