Administrative Specialist I

FHLB Des Moines; Virginia Beach (VA); On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Retirement benefits

Tuition reimbursement

Job summary

City of Virginia Beach’s Public Utilities division seeks an Administrative Specialist I to provide administrative, budget, HR and technology support to the division manager. You will manage payroll/timekeeping for 60+ employees and maintain HCM data, while creating Power BI dashboards for operational insights.

Preferred candidates have a Bachelor’s in Public Administration and at least five years of professional support experience in a large organization, with familiarity of Oracle, Kronos and

Qualifications

• Five years of experience in business or public administration.
• Experience using Oracle for budgeting, purchasing and procurement.
• Experience using Kronos to manage payroll/timekeeping.
• Experience using Workday to manage HR functions.
• Experience performing research/data analysis and creating reports using spreadsheets and dashboards.

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 HR software to coordinate recruiting, hiring, onboarding, training, performance reviews, benefits, payroll, and other employee records; serve as division’s primary HCM 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 financial software.
• Support annual budget development and monitor monthly expenditures to ensure accuracy and compliance.
• Coordinate development, tracking, and updating of division initiatives tied to 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.
• Prioritize deadlines, resolve operational issues, and recommend process improvements.
• Possess strong written, oral and analytical communication skills.

Skills

Annual Budgets

Data Compilation

Employee Relations

Hiring

Human Resources (HR)

Human Resources Functions

Spreadsheets

Statistical Reporting

Education

Bachelor's degree in Public Administration

Tools

Microsoft Outlook

Teams

Webex

Word

Excel

OneDrive

OneNote

Adobe Pro

PowerPoint

SharePoint

PowerBI

Visio

Job description

Job Posting End Date:October 12, 2026Department:PUBLIC UTILITIESCompensation Grade:G20Compensation Range & Starting Salary:Pay Range: $44,907.20 - $69,971.20Starting salary may be negotiable based on qualificationsJob Exempt (If No, Position is eligible for overtime):NoScheduled Weekly Hours:40About Us:Recognized 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.Job Duties and Preferred Qualifications:Administrative Specialist I – Public UtilitiesPublic Utilities is hiring an Administrative Specialist I to provide professional administrative, budget, HR, payroll, and technology support to the division manager. As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, wellness programs, retirement, tuition reimbursement and more.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: No• CDL: No• Drug & Alcohol Clearinghouse: No• CPS Check: No• Physical: No• Respirator: No• Psychological Screening: No• Polygraph: No• At Will: NoMinimum Requirements:Minimum Qualifications: 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.The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position.https://workingconditions.vbgov.com/workingConditionsOfficial Job Descriptions:To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=EVRS 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.