Administrative Assistant - IT/Operations (Chesterfield-Colonial Heights)

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Administrative Assistant - IT/Operations Team | Job Details tab | Career Pages

Customer Experience: It’s Our Business, It’s Our Passion.

The Chesterfield-Colonial Heights Department of Social Services is an organization dedicated to serving the community. Our Mission is to provide advocacy and excellent services that encourage self-sufficiency; preserve and restore families; and protect the well-being of children, senior citizens, and people with disabilities. We have a culture that is invested in making a meaningful difference by providing quality customer service, recruiting a strong workforce, incorporating efficient business practices, and partnering with our community. Our department is looking for a dedicated team player who wants to be part of a culture of high performers who strive to make contributions to those in need.

Looking for a career in an organization that makes a positive impact in the community? You’ve found the right place! 

What You Do and How You Do It:

The Chesterfield-Colonial Heights Department of Social Services is seeking a highly organized and proactive Administrative Assistant to support our team with a strong emphasis on project coordination, time management, and operational efficiency. This position will be responsible for providing support services throughout the agency. This includes cross-training on teams for building operations, customer relations, IT, documents management, and other administrative functions within the department. This position will lead in ensuring the day-to-day building operations for the agency. Perform other work as required.  

This position’s responsibilities include: 

• Provide high-level administrative support to department leadership and staff.
• Coordinate and track projects, ensuring deadlines and deliverables are met.
• Manage calendars, schedule meetings, and prepare agendas and minutes.
• Maintain and monitor total building operations and security protocols.
• Assist with facility operations, including vendor coordination, maintenance requests, and space planning.
• Serve as a liaison between departments and external partners.
• Work collaboratively with supervisors to plan, support, and implement processes and practices that contribute to efficiency and team cohesion.
• Serve as a department local security officer.

This position requires attention to detail and interpretation of policy with the ability to execute various projects concurrently. A strong understanding of Social Services policies and procedures is essential for the ideal candidate. You would be required to multitask, think critically, analyze situations, and resolve problems while managing multiple and time-sensitive deadlines. Excellent interpersonal skills are necessary to elicit cooperation and contribute to overall department success. Effective team collaboration and organizational skills are crucial for completing assignments within deadlines. The position also entails assisting with collecting and developing reports on department data. The ability to adapt to changes in operations and priorities is also required. 

Here's What You Need:

• High school diploma supplemented with courses in business education and progressive responsible secretarial experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities required.
• Considerable knowledge of administrative rules, regulations, policies and procedures of the department; organization and functions of the locality; modern office practices and procedures; computer-driven word processing, spreadsheet, desktop publishing and graphics; file management (paper and electronic); and basic mathematics required.

We’re Looking for Ideal Candidates Who Have:

• Experience with administrative duties, including preparing correspondence, spreadsheets, and memos, as well as attending meetings, taking notes, and following up with attendees preferred.
• Strong knowledge of general office operations, facility management, and clerical practices preferred.
• Proficiency in Microsoft Office Suite and project management tools (e.g., MS Project, Trello, Asana) preferred.
• Excellent written and verbal communication skills, with the ability to build and maintain effective relationships with diverse individuals preferred.
• Exceptional customer service, interpersonal, and organizational skills preferred.
• Ability to handle critical and sensitive information with a high degree of discret