Administrative Assistant

Position Overview

Chesterfield County is seeking a dedicated Administrative Assistant to provide comprehensive office management and administrative support to the Capital Projects Division Manager and their team. This role involves managing various administrative tasks crucial for smooth operation and coordination within the Capital Projects Division, located in Chesterfield, VA.

Key Responsibilities

• Support the Capital Projects Division by managing office tasks and specialized administrative functions.
• Review, analyze, and process invoices and construction pay applications.
• Create purchase orders for contracts, change orders, and other procurement transactions.
• Maintain project records and organize files systematically.
• Take detailed notes and prepare minutes to ensure thorough documentation of projects.
• Arrange meetings and coordinate special events related to the division.
• Handle payroll entry for the division.
• Perform additional duties as assigned to support division goals.

Qualifications and Skills

• A high school diploma or GED is required; an associate's degree in business, office administration, or related fields, or completion of a post-high school administrative support program, is preferred.
• At least five years of progressive experience in administrative support, including experience with basic accounting and budgeting.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Strong written communication skills with the ability to compose, edit, and format documents accurately.
• Experience in a construction office environment, knowledge of American Institute of Architects (AIA) forms, and enterprise resource planning systems is an advantage but not mandatory.
• Self-driven, highly organized, capable of exercising sound judgment, and maintaining confidentiality.
• Possession of a valid driver’s license and a clean driving record meeting Virginia DMV standards, including adherence to demerit point limits.
• Must pass pre-employment drug screening, FBI criminal background check, and education verification.

Additional Information and Terms

• Salary range: $50,649 to $77,241 annually.
• Work location: General Services - Capital Projects Management, Chesterfield, VA.
• Work schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m.
• This role participates in an authorized Career Development Plan, offering potential for advancement and salary enhancement based on performance, experience, and qualifications as funding allows.
• Chesterfield County promotes equal opportunity employment and supports workforce diversity, equity, and inclusion.
• Interested applicants can find the benefits summary through county resources.