Administrative Specialist I

Administrative Specialist I – Public UtilitiesRecognized as one of America's Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference.Key Responsibilities:Support the Business Division Manager with day-to-day administrative and operational needs.Administer payroll and timekeeping for 60+ employees; serve as the division's primary timekeeping and leave-management resource.Use the City's enterprise human resources (HCM) software application to coordinate recruiting, hiring, onboarding, training, performance reviews, benefits, payroll, and other employee records management; serve as the division's primary HCM application resource.Analyze financial and operational data; create dashboards and visual reports using Power BI.Process procurement transactions and assist with contract renewals and solicitations in the City's enterprise financial software application.Support annual budget development and monitor monthly expenditures to ensure accuracy and compliance.Coordinate development, tracking, and updating of division initiatives associated with the Departmental Strategic Plan.Manage technology needs, access requests, hardware inventory, and troubleshooting for division staff.Maintain division databases, SharePoint content, and Teams resources.Prepare presentations, reports, and correspondence, including responses to the City Manager's Office concerning escalated customer issues and inquiries.Prioritize multiple deadlines, resolve operational issues, and recommend process improvements.Possess strong written, oral and analytical communication skills.Preferences:A Bachelor's degree in Public Administration or a related fieldThree years of progressively responsible experience providing professional support functions in a large organization and/or supporting management level staffExperience using an enterprise financial system such as Oracle for budgeting, purchasing and procurement functionsExperience using a timekeeping application such as Kronos to manage payroll and specialized leave typesExperience using a human capital management (HCM) application such as Workday to manage HR functionsExperience performing research/data analysis and creating reports to communicate findings using spreadsheets and dashboardsExperience using the following: Microsoft Outlook, Teams, Webex, Word, Excel, OneDrive, OneNote, Adobe Pro, PowerPoint, SharePoint, PowerBI, VizioAdditional requirements:DMV Transcript: NoCDL: NoDrug & Alcohol Clearinghouse: NoCPS Check: NoPhysical: NoRespirator: NoPsychological Screening: NoPolygraph: NoAt Will: NoMinimum Requirements:Requires any combination of education (above the high school level) and/or experience equivalent to five (5) years in fields utilizing the required knowledge, skills, and abilities, such as business or public administration. Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.Skills:Annual Budgets, Data Compilation, Employee Relations, Hiring, Human Resources (HR), Human Resources Functions, Spreadsheets, Statistical ReportingWorking Conditions:Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City's business.Official Job Descriptions:To browse official job descriptions, please access this link.VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.