Job description
Department : VIRGINIA AQUARIUM Compensation Grade : G17 Compensation Range & Starting Salary : Pay Range: $38,792.00 - $60,465.60 Starting Salary: Minimum of the Pay Range Job Exempt (If No, Position is eligible for overtime) : No Scheduled Weekly Hours : 40 About Us : Recognized as one of America’s Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment.
Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference. Job Duties and Preferred Qualifications : The Virginia Aquarium is seeking a highly organized, proactive and detail‑oriented Administrative Assistant to support members of the Virginia Aquarium's Animal Care, Veterinary Services and Stranding Sections.
This role also serves as the principal administrative support for the section managers, who are part of the Aquarium's leadership team, and contributes significantly to the efficient, smooth operation of the division while advancing the Aquarium’s mission.
Key Responsibilities
Perform a variety of administrative and clerical tasks to support daily operations Record and/or transcribe minutes for staff meetings and board committee meetings Manage complex calendars; schedule virtual and in‑person meetings; prevent conflicts; and ensure time is appropriately allocated for completing priority or essential tasks Assist supervisors with prioritizing and tracking assignments; monitor email and other communications for follow‑up needs as requested Prepare replies to correspondence from brief notes or independently; research files, databases, and source materials to provide background for reports; coordinate information sent to other City departments and external partners Establish and maintain cross-referenced electronic and/or paper files in accordance with records management standards Assist with entry and maintenance of zoological records in databases with accuracy Prepare and process financial forms, including travel advances/reimbursements; monitor budget expenditures; and track division purchases made with credit cards Compose clear, effective emails and correspondence for internal staff, other City departments, and external agencies Assist with fiscal inventory, tracking section assets, and documentation requirements Greet and assist staff, board members, legislators, and visitors; respond appropriately to inquiries ranging from general questions to complex matters, and route issues to appropriate managers following established guidelines Exercise discretion and judgment in handling sensitive information; maintain confidentiality at all times Assist with new-hire materials, forms and access requests as needed Utilize Microsoft Office programs to complete mail/email merges, form letters, PowerPoint presentations, templates, glossaries, archives, and database reports; organize departmental files in Teams and SharePoint Operate standard office equipment Assist with preparation of meeting agendas and coordination of audiovisual equipment Perform other job duties as assigned based on department workload and needs Required Skills and Experience Candidates should demonstrate: Three (3) years of higher‑level administrative and clerical experience within the past five years Experience preparing formal correspondence, meeting minutes, and agendas Experience organizing, scheduling, and assisting with professional or business meetings or events Experience handling confidential or sensitive information Advanced proficiency using Microsoft Office, SharePoint, and Teams (e.
g., mail merges, templates, structured collaboration sites, file organization) Experience maintaining records or file systems following recognized records‑management standards Preferred Qualifications Ideal candidates will also have: Experience tracking expenditures and reconciling budgets Administrative support experience in a municipal, governmental, or similarly regulated environment Experience supporting multiple leaders or diverse teams Experience in environments involving animal care, zoological records, or operational support Additional requirements
- DMV Transcript: Yes
- CDL: No
- Drug & Alcohol Clearinghouse: No
- CPS Check: No
- Physical: No
- Respirator: No
- Psychological Screening: No
- Polygraph: No
- At Will: No Minimum Requirements : Minimum Qualifications: High school or GED plus three (3) years’ experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant. Passing score on a typing test may be required. Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Skills : Calendar Coordination, Calendar Management, Meeting Notes, Meeting Preparation, Microsoft Office, Office Administration, Scheduling Meetings, Spreadsheet Management, Task Management Working Conditions : Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City’s business. The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position. https://workingcondition-summary-prod.s3.amazonaws.com/P12973.pdf Official Job Descriptions: To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=E VRS Contribution : All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction. Drug Free Workplace : The City of Virginia Beach maintains a drug free workplace. Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.