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Administrative Assistant I

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Administrative Assistant I

Salary

$41,775.00 - $48,041.00 Annually

Location

Norfolk, VA

Job Type

Permanent Full-time

Job Number

12252

Department

City Planning

Opening Date

07/03/2024

Closing Date

7/14/2024 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 City of Norfolk's Department of Planning is seeking a highly motivated individual to become our newest team member. The incumbent will provide excellent customer service to our customers, the willingness to support our executive staff, and must be a team player. Our Administrative Assistant I position involves the performance of a diverse range of business applications, record keeping, resources management, operational support, and customer service. In addition, the incumbent will maintain records management, processing parking validations, and schedule departmental meetings.

Essential Functions

Essential functions include but are not limited to:

• Manages the following: Front desk by answering multiple telephone lines and providing customer service, large mail outs and certified mail, maintenance requests, assets/equipment usage and return, inventory and ordering of office supplies, records management, processing parking validations, and scheduling conference room usage.

• Performs clerical duties such as filing and spreadsheet maintenance.

• Performs financial duties by processing and paying invoices, keeping spreadsheets for budgetary accounts, processing payments received for applications by generating cash receipts.

• Acts as Information Technology Liaison for the department, ensuring staff has access to needed applications and equipment.

• Tracks POD/PSU permits to ensure they do not expire, and customers make necessary extensions and payments for same.

• Arranges and monitors training and compliance for departmental staff.

• Other 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:

• An associate degree in business or related field.

• Business administration experience in a governmental environment.

• Strong organizational and communication skills with the ability to work independently with little to no supervision, and the ability to meet deadlines while handling multiple assignments.

• The ability to communicate clearly and effectively with City of Norfolk team members and external stakeholders.

• The ability to deal tactfully and courteously with others and provide instruction and guidance.

• Strong mathematical skills with proficiency in the use of Microsoft Excel spreadsheets and Microsoft Word processing software.

Additional Information & Requirements

Work Schedule: Monday thru Friday, 8:00 am to 4:30 pm

Signing Bonus: This position is eligible for a one-time $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 highest level of education you have completed.

• High School Diploma/GED

• Some College (6 months or more)

• Associate's Degree

• Bachelor's Degree or higher

  04

  Do you possess an Associate's degree or knowledge from a technical, business or vocational school or the equivalent combination of training, knowledge, skills and abilities?

• Yes

• No

  05

  How many years of experience in administration or a related field do you have?

• Less than 2 years

• 2-3 years

• 4-5 years

• 6 years or more

  06

  Do you have any financial/accounting experience?

• Yes

• No

  07

  If yes, please describe your experience.

  08

  Please select all the Microsoft Excel tasks you have experience completing.

• Using formulas

• Sorting data

• Creating graphs or charts

• Formatting

• Find and replace

• I do not have any experience with the above Microsoft Excel tasks

  09

  The expected hiring range for this position is $41,775 - $48,041. Are you willing to accept a salary within this range?

• Yes

• No

  10

  Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?

• Yes

• No

  11

  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.

  12

  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

  13

  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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