Executive Assistant

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. 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. Norfolk Fire-Rescue (NFR) has a rich history of quality and innovative response to emergencies. Over 100 years of fire service response and over 30 years of pre-hospital emergency medical service (EMS) response have resulted in high service delivery standards. Members of NFR are cross-trained fire and EMS providers that respond on fire and medic apparatus. Norfolk's firefighters respond to calls for service that involve threats to life, property, and the environment. As well as technically challenging calls involving hazardous material responses, technical rescue responses, and water rescue emergencies. The Fire-Rescue Department is seeking an experienced professional to support the Chief of Fire-Rescue. This position will serve as the primary point of contact for internal and external stakeholders on all matters related to the Office of the Fire Chief. The role will act as a liaison to other Fire-Rescue Chief’s, process and maintain records, prepare correspondence, coordinate travel arrangements, schedule meetings, and assist with posting on department-specific social media platforms. The department hiring salary range will be $54,190.94 - $62,185.35*** Essential Functions Provides administrative assistance by coordinating the efforts of groups and agencies, managing administrative operations, serving as a liaison between the board of directors and personnel in the director's absence, overseeing activities of supervisors to ensure compliance with policies, conducting research and developing related correspondence, processing and maintaining records, collecting data, composing correspondence, preparing reports, scheduling appointments, coordinating travel arrangements, developing special projects, processing and distributing mail, composing reports, preparing promotional literature, newsletter material and media releases; attending meetings and taking minutes, handling gift funds, acting as a liaison with community organizations, writing memos, monitoring appointments and scheduling meetings, relaying information to city employees and the public, monitoring inventory, purchasing and stocking supplies, coordinating the sending of data for publication, performing/scheduling the duties of absent staff as needed and coordinating schedules. Provides assistance to customers and personnel by answering telephone inquiries, assisting employees with voice mail and telephone set-up, maintaining telephone extension listings for the office, resolving billing issues, relaying information and making arrangements for payments. Maintains personnel records and assists employees by preparing advertisements for open positions, participating in the interview process, processing new employees, inputting and maintaining employee leave records, researching and resolving issues, assisting with the development and implementation of policies and procedures, administering workers compensation regulations, contacting the appropriate parties, staying informed on recipient's status, administering the disability management policy, participating in the development of training programs, resolving employment issues, relaying information to employees, processing paperwork, maintaining personnel files, performing evaluations, attending meetings and training sessions regarding benefits administration, staying informed on proper policies and procedures, providing benefit information to employees and coordinating open enrollment. Performs financial duties by reviewing and updating procedures for the cashiering process, reporting statistical information, reviewing and approving permit refunds, verifying, recording and distributing billing invoices, preparing cash receipts, delivering checks, preparing monthly revenue reports, inputting and retrieving data from accounts, developing spreadsheets to display financial information, researching data for financial reports, managing payroll operations and resolving payroll issues, overseeing the establishment or termination of customer accounts, verifying accuracy of entries and making adjustments, receiving, verifying and recording daily revenue from various sites, reconciling the daily summary with individual site cash receipts, preparing equipment requisitions, receiving purchase orders and invoices, processing payments, monitoring contracts and the gift fund, implementing grant approvals and ordinance procedures, managing purchasing and storekeeping activities, entering information into the system, paying invoices and dispensing and replenishing funds from petty cash, reconciling accounts, reviewing and approving purchase requisitions and directing purchasing requirements. Monitors, tracks, develops and audits budgets by researching and gathering budget data, assisting in composing budget requests, providing project status reports, determining the allocation of funds, maintaining records, periodically auditing expenditures, tracking, analyzing and approving expenditures, submitting ordinances, monitoring contract performance, preparing monthly reports for reimbursement, reviewing current and proposed costs, meeting with management to discuss changes, calculating any necessary figures and revising and assisting with the preparation of the budget. Supervises personnel by entering and maintaining time sheet information, conducting performance evaluations, maintaining work schedules, assisting with long range planning and the formulation of goals and objectives, aiding in the development of policies and procedures, establishing goals and objectives, reviewing personnel actions, ensuring proper work processes are followed, developing training programs and customer service seminars, managing and monitoring support functions, ensuring that work orders and time sheets are accurate, reviewing daily reports and compiling information, verifying daily work, investigating and correcting errors, establishing and tracking performance standards and measures, instructing employees, ensuring the compliance of procedures, establishing incentives to increase productivity, providing direction, coordinating schedules, leave, work assignments and office coverage, monitoring activities and performing evaluations. Monitors facility improvements and maintenance by submitting work orders, implementing building improvements, supervising custodians and acting as a liaison to other departments for building maintenance and improvements. Performs related duties by managing and supervising the division's work management system, serving on committees, completing special projects, participating in marketing and promotional planning, assisting in the development of special programs and fund raising activities, working closely with other city, state and federal agencies, addressing problems, providing any relevant information, recommending system changes and reporting system malfunctions. Education/Experience Two years' experience in office administration. The Preferred Candidate Will Possess 5 years' experience in office administration. Additional Information & Requirements Valid Driver's License required. Work Hours: Monday - Friday, 0800 - 1700, 40 hours per week Work Location: 100 Brooke Ave., Suite 500, Norfolk, VA 23510 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 on 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 Please select the highest level of education you have completed. High School Diploma/GED Some College (6 months or more) Vocational/Technical Degree Associate's Degree Bachelor's Degree or higher 02 How many years of experience do you have in office administration? I do not have any related experience Less than two years of experience Two to three years of experience Three to five years of experience More than five years of experience 03 Please describe your work experience in office administration, including the tasks performed and the level of management serviced. (This information must be included on the job application to be considered). If you do not have any experience, indicate N/A. 04 Please check all Microsoft programs that you are proficient in using. (Select all that apply) Word Excel Access Forms Teams PowerPoint Bookings OneNote OneDrive Outlook Planner SharePoint PowerBI Visio 05 Do you have experience recording information from meetings or other formal proceedings? Yes No 06 Do you have experience managing the calendar, schedule, and correspondence of a department head? Yes No 07 As a Fire-Rescue employee in a non-sworn position, you may be required to report to work during periods of inclement weather. I acknowledge that I understand this requirement. Yes No 08 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 current or previous City of Norfolk employee 09 Do you have a valid driver's license? Yes No 10 The expected hiring salary range for this position is $54,190.94 - $62,185.35. Are you willing to accept a salary within this range? Yes No 11 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 12 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. Required Question #J-18808-Ljbffr