Job Information
City of Norfolk, Virginia Administration Assistant I in Norfolk, Virginia
Administration Assistant I
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Administration Assistant I
Salary
$41,775.00 - $48,041.00 Annually
Location
Norfolk, VA
Job Type
Permanent Full-time
Job Number
12497
Department
General Services
Division
Facility Maintenance
Opening Date
09/25/2024
Closing Date
10/9/2024 11:59 PM Eastern
Description
Benefits
Questions
Description
Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. Working for the City of Norfolk is an opportunity to make a real difference in the lives of others. With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself. Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.
General Services Facilities Maintenance Division is responsible for the repair and maintenance of over 250 city government facilities including: City Hall, Public Safety Building (Jail), Norfolk Consolidated Courts Complex, entertainment venues such as the Scope Arena, Chrysler Hall, Attucks Theater, the Virginia Zoo; a cruise terminal, all police and fire stations, recreation centers; pools and numerous city office buildings. The Division is staffed with 96 employees responsible for carpentry, plumbing, electrical, painting, HVAC, elevators, roofing, moves and relocations of city employees, finance, and administrative functions.
The City of Norfolk’s Department of General Services is seeking a qualified Administrative Assistant I to perform financial duties for the Facility Maintenance Division. The Administrative Assistant I will process purchase orders and accounts payable, maintain financial record files, and assist the Business Manager with financial reporting.
Essential Functions
Essential functions include but are not limited to:
Researches and compiles data to assist Business Manager with:
monthly budget reports
vendor contracts
small budgetary project
Provides backup assistance for purchase order (PO) requests.
Scans purchase order (PO) and quote into financial system and corresponding work orders.
Receives invoices and matches to corresponding purchase order (PO) to ensure accuracy.
Processes all accounts payable in financial system.
Performs accounting functions such as general vouchers, journal entries, and cash receipts.
Enters and verifies financial data utilizing various software programs
Oversees financial records management:
files and retains records by following guidelines and procedures
ensures storage area is secured with limited access
retrieves records from storage as needed
coordinates and records destruction of records by following guidelines and procedures
Orders office supplies and oversees inventory.
Establishes and maintains good relationships with staff, clients, vendors, and stakeholders.
Provides clerical and other assistance during inclement weather and other emergencies.
Performs other administrative duties as assigned.
Education/Experience
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
Required:
- One year of general office work experience. A bachelor's degree or above may substitute work experience (as approved by the department).
Preferred:
One year of experience in accounts payable.
Knowledge of Microsoft Office Suite.
Additional Information & Requirements
- Driver's License strongly preferred.
Work Schedule:
Monday-Friday 7:00am-3:30pm. Occasional overtime.
This position is designated as essential and may be required to report to work during City closures due to inclement weather and other emergencies.
Signing Bonus:
This position is eligible for a $5,000 signing bonus.
Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.
Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.
Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.
Retirement
If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant’s school of enrollment must be an accredited institution.
NOTE:
The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.
Non-City
Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.
01
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.
I understand and will answer the following supplemental questions completely and thoroughly.
02
If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title. If not, please indicate by typing "N/A."
03
Please select the answer that best describes your current educational level:
High School Diploma/GED
Some College or Vocational School Courses
Associate Degree or Vocational School Graduate
Bachelor's Degree or higher
Other educational experience
04
How many years of office administration experience in a fast-paced environment do you possess?
Less than 1 year
1-2 years
3-4 years
5 or more years
No experience
05
Your experience in accounts payable is best described by which of the following statements:
I have not had education, training, or experience in accounts payable work.
I have had education or training in accounts payable work but have not yet performed related tasks in my existing job or previous positions.
I have performed accounts payable related tasks. My work was monitored closely by a supervisor or senior employee to ensure compliance with proper guidelines/procedures.
I have performed accounts payable related work as a regular part of my job. I worked independently and normally without review by a supervisor or senior employee.
I am considered an expert in performing accounts payable related tasks. I have supervised other's performance of accounts payable related tasks or am normally the person who is consulted to assist or train because of my expertise.
06
How many years of experience do you have in accounts payable for a large organization? A large organization may be defined as a municipality (city), public or private school system, university, or hospital.
Less than 1 year
1-2 years
3-4 years
5 or more years
No experience
07
Please indicate the years of experience you have in customer service. Customer service may be defined as dealing directly with customers, stakeholders, vendors, or the general public.
Less than 1 year
1-2 years
3-4 years
5 or more years
No experience
08
How many years of experience do you have gathering information and preparing financial reports?
Less than 1 year
1-2 years
3-4 years
5 or more years
No experience
09
What is your level of experience in Microsoft Word? (Applicants may be subject to a skills assessment)
Beginner
Intermediate
Advanced
No Experience
10
What is your level of experience in Microsoft Excel? (Applicants may be subject to a skills assessment)
Beginner
Intermediate
Advanced
No Experience
11
This position is designated as Essential and is required to report to work during City closures due to inclement weather and other emergencies. Are you willing and able to meet this requirement?
Yes
No
12
Do you have a valid driver's license?
Yes
No
13
Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?
Yes
No
14
Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.
15
Are you a current or previous City of Norfolk employee?
Yes - I am a current City of Norfolk Employee
Yes - I am a previous City of Norfolk Employee
No - I am not a previous or current City of Norfolk employee
16
Please indicate your veteran status. (A copy of your long form DD-214 may be required)
I am not a Veteran
I am a Veteran
I am a Disabled Veteran
Required Question
Agency
City of Norfolk
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