Administrative Assistant I (Design)

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Administrative Assistant I (Design)

Salary

$41,775.00 - $68,093.00 Annually

Location

Norfolk, VA

Job Type

Permanent Full-time

Job Number

12545

Department

Public Works

Division

Division of Design

Opening Date

10/11/2024

Closing Date

10/22/2024 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.

The Department of Public Works Design Division plays a critical role in building new facilities and infrastructure as well as renewing and modernizing our vintage ones. We are an energetic and collaborative group of professionals in architecture and interior design and civil, structural, mechanical, electrical, and construction engineering. Our projects include a wide variety of public buildings and venues, and development of parks, streetscapes, coastal and waterfront structures that are both integral and iconic to the Hampton Roads region. An exciting assortment of upcoming projects includes Renovations to the historic Chrysler Hall, Scope Arena Seating Expansion and Amenities Improvements, Half Moone Cruise Operations and Terminal Enhancements, and brand new facilities such as the new Maury High School, a Recreation/Library Facility with aquatics features, East Bute Street Parking Garage, Norfolk Animal Care Facility, and a Public Safety Facility, as well as a host of bridge and waterfront projects, parks improvements, and streetscape and drainage improvements.

The Design Division is looking to add an array of eager and talented professionals to our team to embark on an ambitious Capital Improvement Program approved by our City Council. We manage projects from cradle to grave, through design, procurement, and construction. We are seeking an Administrative Assistant I to provide a critical supporting role working with engineering, architectural and construction project managers as well as procurement and contracting professionals. This position will perform administrative and financial duties and provide records support. The Administrative Assistant I will also assist with information requests and the management of planning and reporting processes.

Essential Functions

Essential functions include but are not limited to:

• Performs administrative duties by answering telephone inquiries, sending and receiving e-mail messages, distributing information, facilitating requests, coordinating meetings and appointments, ordering supplies, contacting vendors for pricing and availability, taking light dictation and meeting minutes, distributing mail, updating manuals, coordinating travel plans, greeting and screening visitors for entry into secured areas, performing data entry, maintaining databases and filing systems, reviewing, analyzing and transcribing reports.

• Processes contract work orders, amendments, supplements to primary professional agreements and construction contracts, all in a timely fashion to avoid delays in the start of critical City projects, as well as maintaining prompt payments and orders to contractors, consultants and other city vendors. Serves as back up to the Design and Construction Contracting Specialist in their absence to maintain continuity in the daily workflow of contract administration.

• Performs financial duties and provides fiscal records support by preparing electronic documents, disbursing petty cash and maintaining related records, keeping spreadsheets for all budget accounts and expenditures, and financial record files, researching, balancing and posting fiscal and related data to appropriate budgetary accounts, paying invoices, monitoring accounts for availability of appropriate balances and performing periodic reconciliation of accounts.

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.

One year of general office work experience. A bachelor's degree or above may substitute work experience (as approved by the department).

Additional Preferred Experience:

• Work requires knowledge necessary to understanding advanced operational, technical, or office processes.

• Three (3) years of experience in general office work is preferred.

• Some College (6 months or more).

Additional Information & Requirements

Signing Bonus: This position is eligible for a one-time $5000 sign on 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

  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

  03

  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."

  04

  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.

  05

  Please select the highest level of education you have completed.

• Less than High School Diploma/GED

• High School Diploma/GED

• Some College (6 months or more)

• Vocational/Technical Degree

• Associate's Degree

• Bachelor's Degree

• Master's Degree or higher

  06

  How many years of general office experience do you possess?

• Less than 1 year

• 1-2 years

• 2-3 years

• More than 3 years

  07

  Do you have experience in financial support duties?

• Yes

• No

  08

  What financial support duties have you performed? If none, type N/A.

  09

  What level of expertise do you have with Microsoft Word?

• Beginner

• Intermediate

• Advanced

  10

  What level of expertise do you have with Microsoft Excel?

• Beginner

• Intermediate

• Advanced

  11

  What level of expertise do you have with Microsoft Outlook?

• Beginner

• Intermediate

• Advanced

  12

  What level of expertise do you have with any Financial Management System?

• Beginner

• Intermediate

• Advanced

  13

  What level of expertise do you have with Database Management Systems?

• Beginner

• Intermediate

• Advanced

  14

  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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