Goverment Jobs
May 23, 2019
Charlottesville, Virginia
Job Type


General Summary

The mission of the Charlottesville Fire Department is to improve the quality of life in our community by consistently striving to provide superior fire and emergency services focused on prevention, preparedness, response and recovery.The Charlottesville Fire Department is seeking qualified candidates to be considered for the position of Administrative Assistant who are highly motivated and who strive for success by demonstrating Charlottesville's Core Values of Leadership, Trust, Creativity, Respect, and Excellence.

The starting amount will be between $18.10 and $28.96 an hour.Starting offer is based on applicable education, experience, and internal equity. The position also provides excellent benefits including 11 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, and continuing education/training opportunities. This is a full-time, non-exempt, position.

The Administrative Assistant in the Fire Department performs responsible professional and administrative work as an assistant to the Fire Chief and the Fire Department. Incumbent may be assigned specific program responsibilities or handle a variety of assignments; does related work as required. Work is performed under regular supervision. Supervision may be exercised over an office or technical staff. Essential Responsibilities and Duties

  • Reads and analyzes technical reports and prepares summaries for review by the executive staff;
  • Plans, organizes, and provides administrative activities such as clerical assistance, transportation and the purchase of supplies and equipment;
  • Drafts responses to citizen inquiries and complaints for signature;
  • Researches and prepares reports on department operations, methods and procedures;
  • Processes payments and produces monthly budget reports, as well as assists in the preparation of the departmental budget and controls departmental expenditures;
  • Performs and/or assists in a number of financial transactions including accounts payable, credit card administration and other SAP related accounting functions;
  • Takes and transcribes minutes for executive team staff meetingsand handles correspondence and files;
  • Coordinates the on-boarding of new employees, processes personnel transactions, reviews time entry and maintains personnel records as needed;
  • Establishes and maintains files, frequently of a confidential and/or sensitive nature;
  • Event planning and execution as well asother related work;
  • Performs related tasks as required.
Education, Experience and Skills

Required with the online application:

  • Cover Letter
  • Resume

Applications without these elements will not be considered. Although a resume is required, it is not a substitute for completing the required information on the application.

Minimum Qualifications:

  • Any combination of education and experience equivalent to graduation from an accredited college or university with major work in business or public administration. (Minimally, possession of a high school diploma or GED with an additional four years of relevant work experience may be considered as equivalent.)
  • At least six months of experience in anoffice administration role or at a responsible level in a local government.

Preferred Qualifications:

  • Bachelors Degree from an accredited college or university.

Skills: General knowledge of the principles, practices and techniques of public or business administration; general knowledge of agency objectives, procedures and organization; ability to devise detailed procedures and methodology; general knowledge of modern office practices, procedures and equipment; ability to plan, organize and direct the work of others; ability to communicate ideas effectively, both orally and in writing; ability to establish and maintain effective working relationships with officials, subordinates and other employees, and the general public; ability to prepare complex records and reports. Physical Conditions & Work Contacts

Standard work environment.

Updated July 13, 2017

Benefits cited represent those for regular, 40-hour employees and may differ for Management Level, Part-Time,and/or Library positions. Long-term temporary employees are eligible for allbenefits except retirement. Interns, temporary and relief employees are not eligible for benefits.


  • Vacation:
    • 3.09hours accrued biweekly-- 0 - 3.85hours accruedbiweekly -- 3 - 4.62hours accrued biweekly -- 5 - 5.40hours accrued biweekly -- 10 - 6.16hours accrued biweekly -- 15 - 6.93hours accrued biweekly -- 20 - 7.70hours accrued biweekly -- 25+ years
  • Sick:
    • 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation
  • Holidays:
    • 11 paid holidays per year

    • Aetna Medical ?
      • Choose from three options with differentpremiums and levels of coverage:
        • HMO:$0 premiumfor employee only coverage
        • POS 1:Employee-only premium of $36.29 per biweekly pay
        • POS 2:Employee-only premium of $13.01 per biweekly pay
  • Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand)
  • Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand)
    • Dental (Delta Dental)
      • Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50%
      • Primary -- $50 deductible, 80/20
      • Prosthetic & Complex Restorative -- $50 deductible, 50/50
      • $1,500 maximum annual benefit
      • $1,000 Orthodontic Benefit
    • MetLife Vision Plan:Optional
      • Employee only coverage: $2.49 bi-weekly; Dependent coverage also available at differing rates.
      • Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay;
      • $130 allowance for frames, after co-pay, plus additional discounts where accepted.
  • Life:
    • Two times annual salary (paid by the City)
    • Optional supplemental life available for employee, spouse, dependents (paid by employee)
    • AFLAC: Optional
      • Cancer/accident/short term disability/intensive care insurance (paid by employee)
    • Long Term Disability
      • Protection from income loss due to long-term illness or injury (paid by the City)


    • Pension:
      • Choose from two options:
        • A Defined Benefit Pension planpays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and anemployee contributionof 5% of salary.
        • A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. Our 401a plan has a 3 year vesting period and no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees
    • Supplemental:
      • Deferred Compensation (457) - employee contribution


    • Flexible Spending Accounts:
      • Health Care Expenses
      • Dependent Care Expenses
      • Parking/Mass Transit Expenses
      • Parking Subsidy of $50 per month
  • Wellness Programs:
    • Monthly On-Site Nurse and Annual Flu Shots
    • Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes
    • Weight Watchers at Work
    • Subsidized Physical Fitness Membership Programs
  • Bike Commuter Program:
    • Reimbursement of up to $20 per month for reasonable bike commuting expenses
  • Employee Assistance Program:
    • A variety of confidential, personal professional services for you and your family available 24 hours a day.
  • Tuition Reimbursement:
    • Up to$1,200 for undergraduateOR Up to $2,000 for graduate level tuition per fiscal year per employee.
  • 01
    The posting indicates that a resume and cover letter must be submitted with the online application as an attachment. Have you provided these with your online application? (Note: This is a requirement for this position. If you do not attach a resume and cover letter your application will not be considered)

    • Yes, I have attached a resume and cover letter
    • No
    Do you have at least six months of experience in an office administration role or at a responsible level in a local government?

    • Yes
    • No
    Do you possess any combination of education and experience equivalent to graduation from an accredited college or university with major work in business or public administration?

    • Yes
    • No
    If "no" was selected to question #3, do you possess a high school diploma or GED with an additional four years of relevant work experience?

    • Yes
    • No
    Briefly describe your experience in an office administration role. If no experience, write "none."

      Which of the following are duties that you have performed in an office or administrative role? (check ALL that apply; must be verifiable with reference to your work history section)

      • Maintain executive calendar and scheduling
      • Draft correspondence to internal and external customers
      • Taking notes and transcribing minutes of meetings
      • Create and/or prepare a variety of reports or other documents
      • Maintenance of computerized and physical filing systems
      • Complex input/data entry and retrieval within multiple computer programs
      • Maintenance of secured/confidential documents and records
      • Examine documents for complete/correct information
      • Organize event logistics including venue, technology. catering, and lodging
      • Initiate purchasing process for supplies, office equipment and/or services
      • Process vendor payments for supplies, office equipment and/or services
      • On-boarding of new employees, including processing of new hire paperwork
      • Process payroll related paperwork and preparation
      • None of the above
      Briefly describe your experience serving socially and economically diverse communities and/or customers. If no experience, write "none."

        What is your level of familiarity with SAP, Oracle, or similar financial/accounting enterprise software?

        • Unfamiliar with it
        • Familiar with it but never used it
        • Used it for simple or routine tasks
        • Used it for complex tasks
        If you have experience using SAP, Oracle, or similar financial/accounting software, please state the software and briefly describe your work experience using it. If no experience, write 'none.'

          To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but are not a substitute for the required information on the application. I understand that an attached resume will not be accepted in place of a completed employment application and that my qualifications must be stated on the employment application itself.

          • Yes
          • No
          I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

          • Yes
          • No

          * Required Question

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