Administrative Technician, Senior*

City of Richmond, Virginia; Richmond (VA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Virginia Retirement System (VRS)

Language Incentive

Referral Bonus

Tuition Assistance Program

Job summary

The City of Richmond Police Department is seeking an Administrative Technician, Senior to join the Finance, Accounting & Payroll unit. The incumbent will provide skilled clerical and specialized administrative support for the assigned unit, including payroll processing, purchasing, and travel arrangements.

The role also covers on-call and FMLA administration, records maintenance, data entry, and preparation of presentations and reports to support department operations.

Qualifications

• High School Diploma or GED.
• Three years of related clerical or office support experience.
• An Associate or Bachelor’s degree in Business is preferred.

Responsibilities

• Receive, log, and track on-call reports bi-weekly.
• Process on-call pay adjustments per agency policies.
• Perform bi-weekly reconciliations of on-call reports for accuracy.
• Coordinate with supervisors and payroll staff to resolve reporting errors.
• Maintain organized records of all on-call submissions and reconciliations for audit.
• Track and maintain FMLA leave approvals/denials and related records.
• Monitor FMLA categories and ensure confidentiality of records.
• Respond to HR requests related to FMLA status and reporting.
• Assist with timecards, new hire profiles, schedules, and payroll interface processes.
• Assist with training of new hires and supervisors on Time and Attendance policies.

Skills

Data entry

Customer service

Attention to detail

Oral and written communication

Multi-tasking

Administrative procedures

Education

High School Diploma or GED

Associate/Bachelor’s degree in Business

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Are you Richmond R.E.A.D.Y ? R espect. E quity. A ccountability. D iversity… YOU !!!

About

This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• T uition Assistance Program

Description

The City of Richmond Police Department is seeking a qualified candidate for the position of Administrative Technician, Senior to work within the Finance, Accounting & Payroll unit. The incumbent will provide skilled clerical and specialized administrative support for the assigned unit. Work requires independent decision-making for routine transaction processing in accordance with established rules, policies, and procedures. In addition to administrative support, incumbents may perform program and event logistics and customer support, including providing specialized program information. As assigned, work may include gathering, interpreting, and explaining technical and procedural information related to program services and policies; producing a variety of documents from rough drafts, notes, or oral instructions, or composing original correspondence; maintaining filing systems; scheduling meetings and events; making travel arrangements; data entry and spreadsheet maintenance; processing purchasing transactions, contracts, and other financial transactions such as accounts payable/receivable; processing payroll; preparing presentations that include maps, graphs, and charts; and ordering and maintaining supplies.

Duties include but are not limited to

On-Call Program Administration

• Receive, log, and track on-call reports submitted by departmental units on a bi-weekly basis.
• Create and process pay adjustments for on-call compensation in accordance with established agency pay policies and collective bargaining agreements.
• Perform bi-weekly reconciliations of on-call reports to verify accuracy of reporting, ensure completeness of recordkeeping, and identify discrepancies or missing submissions.
• Coordinate with supervisors and payroll staff to resolve reporting errors and ensure timely and accurate compensation for on-call hours worked.
• Maintain organized records of all on-call submissions, adjustments, and reconciliation findings for audit and reference purposes.

Family and Medical Leave Act (FMLA) Administration

• Track and maintain accurate records of all FMLA leave approvals and denials in accordance with federal law and agency policy.
• Monitor and document employee usage of various FMLA-approved leave categories, including continuous, intermittent, and reduced-schedule leave.
• Maintain organized digital storage of all FMLA records, ensuring confidentiality, compliance with retention schedules, and accessibility for authorized review.
• Respond to HR requests related to FMLA status, documentation, and reporting in a timely and accurate manner.
• Perform leave reconciliations to verify the accuracy of recorded leave balances and usage against payroll and scheduling data; identify and resolve discrepancies.
• Coordinate with supervisors, employees, and payroll staff to ensure proper designation and coding of FMLA leave.

Additional Duties May Include

• Assisting with preparation and processing of employee timecards, setting up new hire profiles, assigning and creating work schedules, separating employees after final pay-outs in POSS (Police Officer Scheduling System) which interfaces with RAPIDS (City of Richmond Oracle System). Requires working together with RPD sworn and civilian supervisors and employees to meet bi-weekly processing deadlines.
• Communicating with department employees on all levels and responding to questions regarding time and attendance, leave and benefit information.
• Completing, copying, scanning, filing and maintaining all HR related forms including FMLA forms, suspension, military, withdrawal of powers, and restoration of powers documents.
• Assisting with facilitating training to new hires and promoted supervisors regarding departments and COR Time and Attendance policies and RPD General Orders.
• Enter routine and specialized data into computer systems.
• Review employee bi-weekly timesheets, review and update according to transfers, promotions and/or detail assignment changes.
• Interpret, explain technical and procedural information, and gather information regarding specific policies and procedures.
• Complete and submit bi-weekly time sheets for department, closing and opening bi-weekly payroll interface software program.
• Respond to internal and external inquiries for information in a timely manner.
• Other related duties as assigned.

Successful completion of an interview, thorough background investigation, which may include a polygraph exam and drug/alcohol screening, is required. Please note that the Police Department background process may take up to 45-60 days. An applicant disqualified from the Police background process may reapply a year after disqualification.

Qualifications, Special Certifications And Licenses

MINIMUM TRAINING AND EXPERIENCE:

• High School Diploma or GED
• Three years of related clerical or office support experience.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

Preferred Qualifications

• Associate degree or Bachelor’s degree in Business related field and three years of related experience.
• Excellent customer service skills, the ability to interact in a professional manner with all levels of department personnel.

LICENSING, CERTIFICATIONS, And/or OTHER SPECIAL REQUIREMENTS

• A Notary Public designation may be required for some assignments.

Knowledge, Skills, And Abilities

TYPICAL KNOWLEDGE, SKILLS, AND ABILITIES: These are a representative sample; position assignments may vary.

Knowledge (some Combination Of The Following)

• English language and grammar
• Experience with standard office equipment such as office machines, multi-line phone, computers, copier, fax, scanning machine, etc.
• Experience with software such as Microsoft Word, Excel, and Outlook
• Basic arithmetic calculations and mathematics
• Administrative and clerical procedures such as word processing, managing files and records, and designing forms
• Administrative and clerical procedures, and business principles

Skills (some Combination Of The Following)

• Entering data accurately
• Maintaining confidentiality
• Utilizing critical thinking and analytical skills to solve problems
• Demonstrating excellent customer service
• Data entry
• Customer service
• Oral and written communication

Abilities (some Combination Of The Following)

• Follow established procedures
• Pay attention to detail
• Work efficiently in a fast-paced environment
• Work independently with little supervision
• Work and support a team/staff
• Multi-task
• Use sound judgment and make important decisions
• Prioritize multiple responsibilities
• Summarize notes and requests in a concise manner
• Compose written, professional correspondence

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Veronica Kenner, by email at [e-mail]. This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training. The City of Richmond Values Veterans. We are an official V3 Certified Company. The City of Richmond is a proud partner with the US Army Partnership for Your Success PaYS Program.