Administrative Assistant II (Procurement & Purchasing)

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Administrative Assistant II (Procurement & Purchasing)

Salary

$50,169.60 - $62,961.60 Annually

Location

City Hall, 605 East Main Street, Charlottesville (22902), VA

Job Type

Regular Full-Time

Job Number

260200024

Department

Finance Department

Opening Date

08/07/2026

Closing Date

8/17/2026 5:00 PM Eastern

Bargaining Unit

N/A

Description

Benefits

Questions

General Summary

This Administrative Assistant II is assigned to the Procurement Division (https://www.charlottesville.gov/297/Procurement) of the City's Finance Department. The position serves as the Division's first point of contact and primary front-facing support, p erforming responsible paraprofessional administrative work to ensure efficient procurement operations. This role manages core communication channels, supports term contract administration, data and records management, facilitates purchasing compliance, and maintains procurement systems and records. Responsible for end product of work, applying standard office methods and procedures. Works under general supervision of the Procurement Manager.

The preferred hiring range for this position is between $24.12 - $30.27 an hour ( $50,169.60 - $62,961.60 annually). Starting offer is based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, including 13 paid holidays plus one floating holiday, vacation and sick leave, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following retirement benefits:

Choice of retirement plan:

Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.

Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.

Voluntary 457 Deferred Compensation Plan

Eligibility to purchase prior service credit under the Defined Benefit Plan

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the "Benefits" tab within this posting or visit the City's Employee Benefits webpage (https://www.charlottesville.gov/1047/Employee-Benefits) .

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

Customer Service

Serves as the first point of contact to meets, greet, screen in-person and telephone customers and visitors; takes messages or directs visitors appropriately.

Provides accurate and appropriate information in response to routine and more advanced inquiries with ability to interpret department and City policies and procedures.

Has a thorough understanding of departmental services and is able to assist with routine departmental processes, such as providing guidance to decentralized buyers and end users for timely processing; directs inquires appropriately.

Assists visitors in completing standard forms; may review them for completeness.

Monitor's department email account and respond to routine requests.

May update department website.

May answer routines correspondence for supervisor.

May provide direct support for public events and/or emergency operations.

Accounting & Purchasing

Prepares, verifies, reconciles statements, files, and processes a variety of accounting and procurement documents, which may include, but are not limited to, invoices, credit card accounts, purchase requisitions, purchase orders, forms, reports, work orders, and documentation related to small purchase procedures.

Orders, inventories, receives, and/or shelves routine supplies, books, office equipment and other departmental supplies or equipment.

Tracks expenditures in appropriate accounting and procurement software and compiles data for monthly, annual, and other procurement performance reports, including cost savings reports.

May assist in reviewing or writing RFP's and bid specifications for purchase of goods and services.

Administrative and Clerical Support

Prepares, proofreads and edits memos, letters, reports, forms, documents and other materials, using word processing, spreadsheets, databases or presentation software.

Provides clerical support for department/unit as required; takes and posts minutes of required meetings.

Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings.

Prints, collates, and assembles reports/materials for distribution.

Coordinates with department vendors on the maintenance of leased and/or warrantied equipment.

Schedules meetings and rooms as requested. Notifies participants of meetings.

Makes travel arrangements for staff as needed, which may include assignment and management of City credit card(s).

May operate department specific computer systems/equipment, maintaining appropriate security, processing records, and monitoring training of new users.

Data and Records Management

Performs a variety of data entry tasks, including entering and updating data in appropriate administrative support systems, such as contract management and procurement systems.

Maintains physical and electronic files and records, including contract files and supporting documentation in accordance with record retention requirements.

Reviews completed work for accuracy and completeness, including contract records and renewals.

May perform inquiries in internal and external databases to determine discrepancies, including contract information and renewal documentation.

Assists in collecting and organizing data for reports and surveys; creates simples tables and drafts reports, documents, and questionnaires; answers and responds to correspondence and survey questionnaires; may assist in analyzing data.

May assist in the preparation of narrative and statistical reports.

Human Resources

May assist with the hiring process, schedules interviews, pre-employment screenings, and with the onboarding of new departmental employees.

May submit personnel transactions, including new hire transactions, terminations, cost center changes, pay changes, and others.

May be responsible for time entry related tasks such as accurately and timely submitting of payroll time entries. Entering time manually or reviewing and verifying information from electronic timekeeping system, such as entries updates and leaves.

May train staff on departmental and City policies, procedures, and systems.

General Requirements

Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.

Regular and reliable attendance.

Other Duties

Based on assignment, may be required to respond upon activation from the City Manager of the Continuity of Operations Plan and/or Emergency Operations Plan. Must have the ability to be contacted and respond based on Department guidelines.

Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

High School diploma or GED AND 2 years of clerical, office administration, and/or accounting experience.

4 years of clerical, office administration, and/or accounting experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Preferred:

Academic work in public administration, business administration, management, accounting, or closely related courses.

Certifications/Licenses/Other Requirements:

Required to successfully pass a pre-employment background check and pre-employment drug screen.

May require obtaining Notary Public after hiring.

Knowledge, Skills, Abilities and Other Characteristics:

Job Knowledge

Thorough knowledge of standard office practices, procedures, and equipment.

Thorough knowledge of database, spreadsheet and word processing applications including standard methods of graphic presentations.

Knowledge of general accounting principles and of general standards for recordkeeping.

Reading

Intermediate: ability to read and understand written materials such as books, journals, multi-step instruction manuals, standard financial reports, and reference materials.

Writing

Intermediate: ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills

Intermediate: Establishes and maintains effective working relationships and communications with management, employees, clients, customers, and the public. Examples include contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Explains rules and procedure clearly. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making

Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.

Technical Skills

Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Skilled in the use of Microsoft Office Suite, graphics presentations, and department software.

Fiscal Responsibilities

May prepare accounting, budget, and purchasing documents; and does research to justify language used in documents for a unit or division of a department. May recommend budget allocations.

Supervisory Responsibilities

No responsibility for direction or supervision of others but may assist with training.

Other Characteristics

Organizational and time management skills, sometimes under strict time constraints.

Balances multiple, complex tasks.

Working closely with others as part of a team.

Constant interruptions, changes in tasks, and requests for service.

Work may be tedious or exacting.

Works effectively with sensitive and confidential issues and information.

May require dealing with angry, frustrated and/or upset individuals.

May require additional hours outside normal schedule.

Physical Conditions & Additional Information

Physical Demands:

Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

Must occasionally move about inside the office to access file cabinets, office machinery, etc. and position self to maintain files in file cabinet.

Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment:

Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.

The noise level in the work environment is usually moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City's policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City's policy prohibiting employees from testing positive for marijuana.

SUMMARY OF EMPLOYEE BENEFITS

Updated February 9, 2026

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

LEAVE:

Vacation: Need some time off? Use it, you earned it:

Years Worked

0 -

3 - Hours Accrued Biweekly

3.09

3.85

4.62

5.4

6.16

6.93

7.7

Sick: Under the weather? Earn 4.62 hours biweekly, approximately 120 hours a year, with no limit on accumulation to be used to care for yourself and qualifying family members.

Holidays: Enjoy 13 paid holidays per year. Including 1 Floating Holiday, which must be taken during the Fiscal Year (July 1 - June 30):

OBSERVED CITY HOLIDAYS

New Years Day

Dr. Martin Luther King Day

Presidents' Day

Liberation & Freedom Day

Memorial Day

Juneteenth Day

Independence Day

Labor Day

Veterans Day

Thanksgiving Day

Friday after Thanksgiving

Christmas Eve

Christmas Day

1 Floating Holiday

Volunteer Leave: Paid leave for participating in an authorized event as a volunteer, subject to Section 9-3, Code of Ethics & Conflicts of Interest. Regular full-time employees receive up to 8 hours and all regular part-time employees are eligible to receive pro-rated leave each available each calendar year.

INSURANCE:

Aetna Medical Plans: Coverage is effective on the first of the month following date of hire.

Choose from two options:

Select HMO with City-funded HRA ($0 premium for employee-only coverage)

Choice POS ($13.02 biweekly premium for employee-only coverage)

Prescription Card: ($10 generic, $30 lower cost name brand,$55 higher cost name brand, 20% up to $150 for specialty drugs)

Mail Order Maintenance Prescription Drug Program ($20 generic, $60lower cost name brand, $110 higher cost brand) not available for specialty drugs)

Delta Dental Plan:

Diagnostic and Preventative-100% of allowable charge; Basic Dental Care-80%; Major Dental Care- 50%

Primary - $50 deductible, 80/20; Prosthetic and Complex Restorative -$50, 50/50

$1,500 Annual benefit maximum

$1,000 Orthodontic benefit (children to age 19)

MetLife Vision Plan: (Optional)

$2.50 premium paid bi-weekly for employee-only coverage. Dependent care coverage also available.

Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay

$130 allowance for frames, after co-pay, plus additional discounts where accepted.

Life Insurance: In the event of your death, your beneficiary will receive twice your annual salary. Supplementary policies for you and your dependents are available.

Long-Term Disability: U pon approval for along-term illness or injury, you can receive up to 60% of your earnings after a 90-day wait period.

Voluntary Benefits: Accident, Critical Illness, Hospital Indemnity insurance; Short-Term Disability; Identity Theft Protection

RETIREMENT:

Pension:

Choose from two (2) options:

A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5-year vesting period and an employee contribution of 5% of salary.

A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% vesting after three years of service. There is no required contribution from salary. (Note: the Defined Contribution retirement plan is the only plan available for Library employees).

Supplement: Deferred Compensation 457 available for you to invest your own money for additional retirement savings.

VOLUNTARY:

Wellness:

Gym Membership Reimbursement Program (up to $34.00 per month)

Bicycle Commuter Program: Reimbursement up to $20 per month for reasonable bicycle commuting expenses

Online wellness resources and Lunch-and-Learn Sessions

Employee Assistance Program:

A variety of confidential, personal professional services for you and your family available 24 hours a day.

Tuition Reimbursement:

Up to $1,500 for job-related certificates, trade programs, undergraduate coursework or up to $3,000 for graduate level courses per fiscal year for career-related courses.

Flexible Spending Accounts:

Expense accounts available for healthcare, dependent care and parking/mass transit.

Please indicate your highest level of education: (Must be verifiable in reference to the Education History section of your online application.)

Bachelor's degree or higher

Associate's degree

Some college coursework

High School Diploma or GED

None of the above.

Please indicate your level of clerical, office administration, and/or accounting experience below: (Must be verifiable in reference to the Work History section of your online application.)

No experience related to this position.

Less than two (2) years of relevant clerical, office administration, and/or accounting experience.

Two (2) to less than four (4) years of relevant clerical, office administration, and/or accounting experience.

Four (4) years or greater of relevant clerical, office administration, and/or accounting experience.

Please indicate your level of experience with supporting procurement or purchasing activities: (Your response must be verifiable in reference to the Work History section of your online application.)

No experience

Less than one (1) year

One (1) to less than three (3) years

Three (3) years or greater

Please select the option that best describes your experience using SAP, OpenGov, or other procurement/financial systems:

Extensive experience using SAP, OpenGov, or similar ERP/procurement/financial systems.

Working experience using SAP, OpenGov, or similar ERP/procurement/financial systems.

Some experience using SAP, OpenGov, or similar ERP/procurement/financial systems.

No experience using SAP, OpenGov, or similar ERP/procurement/financial systems.

To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

Yes

I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

Yes

Required Question

Employer

City of Charlottesville

Address

P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902

Phone

(434) 970-3490

Website

http://www.charlottesville.gov/jobs

City of Charlottesville

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Administrative Assistant II (Procurement & Purchasing)