Administrative Assistant II - Fleet Operations & Budget Support

City of Norfolk, VA; Norfolk (VA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Employer provided parking

Pension plan

Tuition assistance program

Job summary

The City of Norfolk is seeking an Administrative Assistant II within Fleet Management to provide essential administrative support to customers and personnel. This role maintains records, assists with budgets and procurement, and helps manage the division's work orders and financial transactions.

Responsibilities include supervising service writer staff, tracking data in asset and financial systems, coordinating vendor contracts, ensuring accurate documentation, and supporting planning for

Qualifications

• Two years of experience in office administration.
• Valid Driver's License required.

Responsibilities

• Performs Manages and oversees Service Writer Attendants, while ensuring the operations of the service writer's desk productivity is met daily.
• Aids with executive administrative tasks, to include service inquiries/calls, and tow requests for customers/personnel, to maintain workflow of Fleet operations.
• Reviews and inputs data into asset management system- FasterWeb to initiate work orders for designated shops.
• Assist team with obtaining essential information, identifying necessary asset repairs or maintenance information upon request.
• Trains Service Writer personnel, provide work assignments, and ensure all policies and procedures are followed consistently.
• Oversees fuel cards, fuel billing, loaner vehicle, and motor pool.
• Performs financial and budgetary duties to include processing medium to complex financial payment transactions in financial management system- AFMS.
• Maintains and updates financial expenses, while reviewing/approving Delivery orders (DO), Purchase Orders (PO), Commodity Payment Requests (PRC), and/or Invoices (IN).
• Assists with vendor contracts by providing information for renewals; oversees, updates, and maintains spending spreadsheets; periodically audit expenditures.
• Collects and analyze budget information, reconcile vendor statements, and scan documents appropriately.
• Restocks office supplies and perform other related duties as assigned.
• Monitors and assigns loaner vehicles to departments as needed.

Skills

Office administration experience

Tools

FasterWeb

AFMS

Job description

The City of Norfolk is seeking an Administrative Assistant II within Fleet Management to provide essential administrative support to customers and personnel. This role maintains records, assists with budgets and procurement, and helps manage the division's work orders and financial transactions.

Responsibilities include supervising service writer staff, tracking data in asset and financial systems, coordinating vendor contracts, ensuring accurate documentation, and supporting planning for