Administrative Assistant

• Manage Planning and Development invoices and purchase orders and maintain records of invoices and payments in accounting software and project files.
• In coordination with Project Managers, administer and assist with requests for proposals, construction bidding process, and construction contracts throughout project lifecycle.
• Update and maintain a neat and orderly digital and paper filing system, including cataloguing and cross referencing new and existing Planning and Development project plans and files.
• Maintain a program for tracking significant dates for Planning and Development projects (i.e., annual fee payments, payment adjustments, renewal of insurance certificates, warranty expirations).
• Maintain and monitor status of active development projects, including project status reports, project budget worksheets, and open purchase order reports.
• Maintain and monitor data base of active and archived permit projects.
• Prepare correspondence, interoffice memoranda, reports, and manuals using personal computer.
• Proofread written material for procedural and grammatical accuracy.
• Attend meetings and prepare reports/minutes as assigned.
• Assist with financial tasks and audit reports as necessary.
• Perform filing of all Planning and Development staff paperwork.
• May attend NOVA Parks board meetings and record minutes.
• Assist with preparation and distribution of board packets, minutes, and agendas.
• Other duties as assigned.

• Graduation from high school with three years of administrative work experience or equivalent combination of education, experience and training. Experience in the fields of construction or architecture/engineering preferred, but not required.
• Ability to perform non-manual work with strength and dexterity necessary to perform all required tasks, including lifting, stooping, bending and working in tiring and uncomfortable positions in an office setting.
• Knowledge of modern office practices and procedures.
• Working knowledge of standard business documents including contracts, licenses, insurance certificates, purchase orders, and invoices.
• Knowledge of proper business English, spelling, and commercial arithmetic.
• Ability to prepare effective and correct correspondence on routine matters and to perform routine office management duties with only general supervision.
• Skill in the operation and care of a personal computer with working knowledge of applicable software.
• Ability to operate miscellaneous office equipment such as copier and telephone system.
• Ability to communicate courteously and effectively with the general public.
• Ability to establish and maintain effective relationships with co-workers and supervisors.
• Ability to gain a working knowledge of NOVA Parks and its policies.
• Organizational skills necessary to prioritize and organize workload.
• Possession of or ability to obtain and maintain VA driver's license with safe driving record.
• Regular and predictable attendance is an essential function of the position.

PI251833737