Administrative Assistant ll

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

Description Fleet Management is a division within the Department of General Services and is responsible for the acquisition, disposal, maintenance, and servicing of over 2,000 city vehicles and equipment. The Fleet Management Division (FMD) also manages various fleet programs such as fuel management, motor-pool services, and contract administration. The city currently averages 1,466 active rolling stock units and 560 active equipment units. These units are utilized to provide a variety of services to city residents ranging from public safety to utility and refuse needs. The ability of city departments to provide services effectively and efficiently is often dependent on a safe and reliable fleet of vehicles and equipment.

Description Fleet Management is a division within the Department of General Services and is responsible for the acquisition, disposal, maintenance, and servicing of over 2,000 city vehicles and equipment. The Fleet Management Division (FMD) also manages various fleet programs such as fuel management, motor-pool services, and contract administration. The city currently averages 1,466 active rolling stock units and 560 active equipment units. These units are utilized to provide a variety of services to city residents ranging from public safety to utility and refuse needs. The ability of city departments to provide services effectively and efficiently is often dependent on a safe and reliable fleet of vehicles and equipment. The Department of General Services, Fleet Management Division, is seeking an Administrative Assistant II to provide administrative support and assistance to customers and personnel. Maintains personnel records and assists employees. Performs financial duties. Monitors, tracks, develops and audits budgets. Supervises personnel. Monitors facility improvements and maintenance. Also 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.

Essential Functions

Essential functions include but are not limited to:

• 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.

Education/Experience

Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with six months/one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

Required

• Two years of experience in office administration.

Additional Information & Requirements

• Valid Driver's License required.

Work Schedule

• Monday-Friday, 6:30am to 3:00pm, 40 hours per week
• This position is an essential position and will require reporting to work during inclement weather and City emergencies.
• 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 upon 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.