Administration 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. Â Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.

General Services Facilities Maintenance Division 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, 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 96 employees responsible for carpentry, plumbing, electrical, painting, HVAC, elevators, roofing, moves and relocations of city employees, finance, and administrative functions.

The City of Norfolk's Department of General Services is seeking a qualified Administrative Assistant I to perform financial duties for the Facility Maintenance Division. The Administrative Assistant I will process purchase orders and accounts payable, maintain financial record files, and assist the Business Manager with financial reporting.Essential functions include but are not limited to:Â

• Researches and compiles data to assist Business Manager with:
• monthly budget reports
• vendor contracts
• small budgetary project
• Provides backup assistance for purchase order (PO) requests.
• Scans purchase order (PO) and quote into financial system and corresponding work orders.
• Receives invoices and matches to corresponding purchase order (PO) to ensure accuracy.
• Processes all accounts payable in financial system.
• Performs accounting functions such as general vouchers, journal entries, and cash receipts.
• Enters and verifies financial data utilizing various software programs
• Oversees financial records management:
• files and retains records by following guidelines and procedures
• ensures storage area is secured with limited accessÂ
• retrieves records from storage as neededÂ
• coordinates and records destruction of records by following guidelines and proceduresÂ
• Orders office supplies and oversees inventory.Â
• Establishes and maintains good relationships with staff, clients, vendors, and stakeholders.Â
• Provides clerical and other assistance during inclement weather and other emergencies.
• Performs other administrative duties as assigned.
  
  

Work requires knowledge necessary to understand basic operational, technical, or office processes. Â Level of knowledge equivalent to four years of high school or equivalency.

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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.Â
• Knowledge of Microsoft Office Suite.
• Driver's License strongly preferred.
  
  

Work Schedule

• Monday-Friday 7:00am-3:30pm. Occasional overtime.Â
• 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.