Administrative Assistant I

Administrative Assistant I

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 Street Parking Garage, and Fire-Rescue Facilities, 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.

Department Hiring Salary Range: $49,153-$56,526

Essential Functions

• 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, performing data entry, maintaining databases and filing systems, reviewing, analyzing and transcribing reports.
• Performs financial duties and provides fiscal records support by preparing electronic documents keeping spreadsheets for all budget accounts and expenditures, and financial record files, researching, balancing and posting fiscal and related data to appropriate budgetary accounts in the City financial system, paying invoices, monitoring accounts for availability of appropriate balances and performing periodic reconciliation of accounts. Enters financial data in the project management database.
• Provides backup assistance for 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. Serves as back up to the Design and Construction Contracting Specialist in their absence to maintain continuity in the daily workflow of contract administration.

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:

• Knowledge necessary to understanding advanced operational, technical, or office processes.
• Three (3) years of experience in general office work.
• Administrative work in the construction industry.