Under limited supervision, performs complex, skilled clerical, technical and responsible administrative work that requires an awareness of all aspects of the Community Operations Department of the County Administrator’s Office. Position is responsible to independently prepare routine correspondence; compile information for reports; maintain files of a variety of records, reports, documents, and correspondence; coordinate Community Operations; and supervise office administrative personnel. Position also involves considerable public contact in providing information and receiving inquiries or complaints. Position must exercise independent judgment, strict confidentiality and initiative in completing assignments. Position must also exercise considerable tact and courtesy in frequent contact with the general public.

Community Operations

• Position is considered essential and may be required to work in-person or via telework during non-business hours and holidays.
• Assists the public, employees, and Division Directors, in person, in writing, via e-mail, or via telephone, with questions or complaints, evaluates the question or complaint, and directs them to the Director, Division Directors, Managers, Customer Service and/or another appropriate authority for disposition.
• Assists in preparation of materials for meetings; prepares agenda, memoranda, and records meeting minutes; distributes related information to staff as necessary.
• Prioritizes daily work and follows up to/from employees and other agencies as necessary.
• Composes original correspondence, and/or types from typed, handwritten, or machine dictation material, which requires use of a variety of complicated formats for preparing correspondence, minutes, reports, invoices, memos, etc.; assumes responsibility for correctness of spelling, punctuation, format and grammar. Reviews correspondence developed by others for spelling, punctuation, format and grammar.
• Arranges meetings and conferences for administrative personnel; maintains appointment book; makes arrangements, including transportation, meals and lodging for staff attendance at meetings, seminars and retreats; maintains conference room schedule.
• Assists in Right of Way acquisition management including coordination, preparation, and tracking of appraisals, title reports, compensation agreements, deed of easements, payment, and recordation for a variety of Utility projects.
• Serves as primary point of contact between Department and County Attorney’s Office for all departmental “Request for Legal Opinions”, “Conflict of Interest Forms”, or “FOIA Requests” which includes the formation, development, submittal, tracking and filing of these requests.
• Assists in the management of the County’s cellular contracts in relation to Utility infrastructure including vendor coordination, contract management, and billing.
• Assists in the management and tracking of developer cost share agreements and VDOT infrastructure betterment agreements.
• Assists in the management of federal and state grants for various projects including all administrative tasks related to individual grant requirements.
• Assists in the development and management of the City of Fredericksburg utility quarterly billing.
• Assists in preparation of preliminary annual budget submission for the office.
• Assists and coordinates in the information upkeep of Community Operation related webpages and intranet.
• Provides Administrative Support to Emergency Response Operations to include development and issuance of boil notices, public notifications, and public alerting systems.
• Provides administrative support to the annual County hydrant-flushing program including assisting in public notification efforts.
• Prepares and codes invoices for general operating expenditures, including the maintenance of vendor accounts.
• Maintains calendar, schedules appointments, and organizes meetings as necessary for staff.
• Assists Engineering with availability of water & sewer and forwards all requests for connection quotes to the appropriate parties.
• Uses a variety of programs and software to accomplish departmental tasks – MS Outlook, MS Word, MS Excel, MS PowerPoint, MS Publisher, Metaviewer, AS-400, BMS Software/Track-It, Q-Content Web Builder, Novus Agenda Builder, City Works, ArcReader, Print Shop Web Desk and Internet.
• Coordinates with the County Attorney’s Office and third parties to develop and advertise for public notices, public hearings, and any other related media advertisements.
• Performs duties related to the daily operations of department’s administrative functions.
• Verifies statements, ensures payments, and resolves issues, verifies receipt, and authorizes payment of purchases when necessary.
• Prepares and reviews expense vouchers and credit card statements for review and approval.
• Prepares photocopies; operates and maintains facsimile machine and multi-function copier/scanner.
• Prepares certificates of appreciation, congratulations, recognition, etc.
• Employee shall be cross-trained in usage of the Utility Customer Service phone system including the account information system. Employee may be required to assist in maintaining utility customer service functions due to employee scheduling or shortage.
• Performs other related duties as required.

Associate’s Degree from a college or vocational/technical school with major course work in business science, and three (3) to five (5) years of experience in administrative work, in a government setting; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

• Knowledge of County and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge of the organization and functions of the County.
• Knowledge of modern office practices and procedures, including knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
• Knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
• Skill in the operation of popular office machines, including computer-driven data entry equipment.
• Ability to research program documents and narrative materials and to compile reports from information gathered.
• Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems, and answer questions.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to assist and supervise less experienced administrative workers.
• Ability to communicate effectively in oral and written form, professionally and respectfully.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people or things.
• Ability to speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.
• Ability to read a variety of informational documents, State codes, maps, and procedures manuals.
• Ability to prepare correspondence, agendas, minutes, etc., conforming to all rules of punctuation and grammar. Must be able to speak with poise, voice control and confidence and to articulate information to others.
• Ability to apply principles of rational systems; to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including governmental terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with persons acting under stress.