Administrative Assistant I

Description

General Services Facilities Maintenance Division (FM) 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, historic 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 98 employees responsible for carpentry, plumbing, electrical, painting, HVAC, carpentry, elevators, roofing systems, moves and relocations of city employees, finance, and administrative functions.

The Administrative Assistant I position is responsible for performing financial duties and providing administrative support to two operations units (Seven Venues and Central Energy Plant) within the Facility Maintenance Division, The position is also responsible for tracking and scheduling preventative maintenance and inspections performed by outside contractors.

Essential Functions

• Provides administrative support to operations staff by creating and submitting financial transaction documents such as vendor quotes, purchase orders, contractor payments, etc., into the City's automated financial system.

• Tracks and schedules preventative maintenance and inspections on equipment performed by outside contractors, contacts vendors for pricing and/or availability.

• Maintains spreadsheets for budget accounts, tracks individual contractor expenditures, routinely monitors accounts and contract expenditures to ensure appropriate funds are available.

• Distributes mail, updates manuals as needed, assists with information requests by accepting, reviewing, and distributing documents, responds to email requests for information, coordinates meetings as needed.

• Orders office supplies and maintains inventory.

• Establishes and maintains effective working relationships with staff, clients, vendors, and other agencies.

• 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

• Experience working or providing administrative support in a building maintenance operation, supply warehouse, construction industry or similar operation preferred.

Additional Information & Requirements

• Valid 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.