Administrative Assistant III (Police Fiscal Bureau)

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Administrative Assistant III (Police Fiscal Bureau)

Salary

$56,326.40 - $69,222.40 Annually

Location

Charlottesville (22902), VA

Job Type

Regular Full-Time

Job Number

251000006

Department

Police Department

Division

Police Administration

Opening Date

10/20/2025

Closing Date

11/3/2025 5:00 PM Eastern

Bargaining Unit

N/A

Description

Benefits

Questions

General Summary

Assignment: This Administrative Assistant III position is assigned to the Charlottesville Police Department's Fiscal Administrative Bureau and provides administrative and fiscal support to the department. Responsibilities include but are not limited to: tracking personnel actions and maintaining HR documentation, overseeing payroll tasks and final approvals in SAP, generating invoices and monitoring accounts receivable, assisting with budget monitoring and reporting, and maintaining departmental financial and technology records. The incumbent also develops and maintains standard operating procedures, supports project management initiatives, and serves as a key resource for command staff by providing accurate and timely fiscal and administrative information.

The preferred hiring amount is between $27.08 - $33.28 Hourly ( $56,326.40 - $69,222.40 Annually) . Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities.

For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.

The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Under limited supervision, performs paraprofessional work in several functional administrative programs; responsible for the technical administrative work of a department, division or work unit; manages various aspects of general administrative processes such as: purchasing, facilities operations, office automation, safety, human resources, customer service, public information, and other areas; and performs related duties as required. At this level, the incumbent is independently responsible within the overall goals of the organizational unit for a comprehensive function, service or unit frequently requiring the determination of procedures, methods and policy applications; prepares reports and policy recommendations; and participates in long-range planning for administrative needs within overall goals of the organizational unit.

Essential Responsibilities and Duties

Accounting & Purchasing

Prepares, verifies, files, and processes a variety of accounting documents (invoices, requisitions, forms, reports, work orders) for routing and approval;

Reconciles statements;

Researches, orders, inventories, and receives special purchases as directed;

Tracks expenditures in appropriate accounting software;

Monitors department budget. May assist with budget development;

May act as a decentralized buyer; writing bid specifications and overseeing invitation to bid or request for proposal processes.

Administrative and Clerical Support

Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software;

Provides clerical support for department/unit as required; takes and posts minutes of required meetings;

Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings;

Prints, collates, and assembles reports/materials for distribution;

Orders, inventories, receives, and/or shelves routine supplies, books and office equipment;

Coordinates with department vendors on the maintenance of leased and/or warrantied equipment;

Schedules meetings and rooms. Notifies all participants of meetings and other functions in advance.

Assists with development of office procedures;

Procedural Development and Project Oversight

Produces and electronically distributes simple documents (e.g. procedural guidelines);

Develops improved methods, procedures, and techniques related to the job;

Develops and presents trainings, facilitates meetings, and or makes presentations to groups;

May serve on special and/or regular teams and committees;

May be responsible for coordination of a department-wide process or service (maintenance, security, awards and recognition, newsletter, annual report)

Data Management and Analysis

Performs a variety of data entry tasks, including entering and updating data in appropriate administrative support systems;

Reviews completed work for accuracy and completeness;

May perform inquiries in internal and external databases to determine discrepancies;

Performs data analysis within established polices, models, and/or procedures;

May assist in the preparation of narrative and statistical reports;

Maintains a system for tracking the progress of work;

Gathers, tabulates, displays and assists in analyzing factual data; drafts reports, tables, survey questionnaires, and other documents; answers correspondence and survey questionnaires.

Maintains physical and electronic files and records;

Customer Service

Meets, greets, screens in-person and telephone customers and visitors; takes messages or directs visitors appropriately;

Assists visitors in completing standard forms; may review them for completeness;

Provides accurate and appropriate information in response to routine and more advanced inquiries with ability to interpret department and City policies and procedures;

Responds to requests for more detailed services and assistance;

Follows through, resolves, and seeks feedback regarding questions, request and and/or complains in a timely manner. Seeks out ways to improved customer services;

Has an advanced understanding of departmental services and is able to assist with departmental processes. May be responsible for overseeing a departmental program or service;

Answers advanced correspondence for supervisor;

Human Resources

May screen applicants;

Communicates with department employees on personnel-related programs;

Coordinates the hiring and onboarding of new employees. Processes personnel transactions;

Regularly responsible for payroll related tasks;

Trains staff on departmental and City policies, procedures and systems;

May have responsibility for supervision of administrative support staff. Responsibility may include providing occasional direction to administrative support staff in the department and temporary staff;

Performs other duties as assigned.

Education, Experience and Skills

Minimum Qualifications:

Any combination of education or experience equivalent to a two-year degree from an accredited university or college with a focus in public administration, business administration, management, accounting or closely related courses preferred.

A minimum of five (5) years of general clerical experience related to the duties of the position.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Knowledge, Skills and Abilities: Reading comprehension to read standard business English; modern office methods and procedures, managing files and records; basic arithmetic skills; problem-solving skills to apply standard procedures to clearly defined problems; interpersonal skills to explain rules and procedure clearly; written and oral communications; database, spreadsheet and word processing applications including skilled methods of graphic presentations. Ability to establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments.

Physical Conditions & Additional Information

Exertion level as outlined by the Department of Labor: LIGHT: work involves exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job/occupation is rated Light Work when it requires: (1) walking or standing to a significant degree; (2) sitting most of the time while pushing or pulling arm or leg controls; or (3) working at a production rate pace while constantly pushing or pulling materials even though the weight or the materials is negligible. (The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.)

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City's policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City's policy prohibiting employees from testing positive for marijuana.

SUMMARY OF EMPLOYEE BENEFITS

Updated July 1, 2022

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 all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

LEAVE:

Vacation:

3.09 hours accrued biweekly -- 0 -

3.85 hours accrued biweekly -- 3 -

4.62 hours accrued biweekly -- 5 -

5.40 hours accrued biweekly -- 10 -

6.16 hours accrued biweekly -- 15 -

6.93 hours accrued biweekly -- 20 -

7.70 hours accrued biweekly -- 25+ years

Sick:

4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation

Holidays:

14 paid holidays per calendar year (13 observed and 1 floating)

INSURANCE:

Aetna Medical -

Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire:

HMO: $0 premium for employee only coverage

POS 1: Employee-only premium of $36.28 per biweekly pay

POS 2: Employee-only premium of $13.02 per biweekly pay

(Dependent coverage is available but the cost of the premium is not subsidized.)

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)

No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized.

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: $2.50 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)

RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan.

Pension:

Choose from two options:

A Defined Benefit Pension plan pays 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 an employee contribution of 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. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is 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

OTHER BENEFITS:

Flexible Spending Accounts:

Health Care Expenses

Dependent Care Expenses

Parking/Mass Transit Expenses

Parking Subsidy of $50 per month

Wellness Programs:

Gym Reimbursement Program

Monthly On-Site Nurse and Annual Flu Shots

Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes

Weight Watchers at Work

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 Program:

Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee.

How many years of experience do you have performing administrative duties similar to those required for this position, including payroll oversight, budget tracking, accounts receivable, HR personnel transactions, or maintaining administrative procedures? (Must be verifiable in reference to the Work History section of your online application.)

No experience related to the duties of this position.

Less than five (5) years of experience.

Five (5) to less than seven (7) years of experience.

Seven (7) years or greater.

I possess an equivalent combination of education and experience that may be considered in lieu of the specific requirements listed in the job announcement.

Please indicate your highest level of education: (Must be verifiable in reference to the Education History section of your online application.)

Bachelor's degree or higher

Associate degree

I have completed 60 college credit hours equivalent to a two-year degree.

High School Diploma or GED.

I possess an equivalent combination of education and experience that may be considered in lieu of the specific requirements listed in the job announcement.

None of the above.

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 should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

Yes

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

Required Question

Employer

City of Charlottesville

Address

P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902

Phone

(434) 970-3490

Website

http://www.charlottesville.gov/jobs

City of Charlottesville

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Administrative Assistant III (Police Fiscal Bureau)