Administrative Assistant I - Clinical and Acute Services
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Administrative Assistant I - Clinical and Acute Services
Salary
$41,774.67 - $69,795.03 Annually
Location
7460 Tidewater Drive, VA
Job Type
Permanent Full-time
Job Number
13273
Department
Community Services Board
Division
Substance Abuse Services
Opening Date
07/11/2025
Closing Date
7/21/2025 11:59 PM Eastern
Description
Benefits
Questions
Description
Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. Working for the City of Norfolk is an opportunity to make a real difference in the lives of others. With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself. Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.
The Norfolk Community Services Board (NCSB) provides treatment, support, and education to the community with a focus on mental illness, substance use addiction, and intellectual/developmental disabilities. Norfolk CSB provides services to persons in acute crisis as well as integrated, person-centered, and recovery-oriented programming for persons needing assistance and support stabilizing in the community.
Today, the NCSB provides treatment and rehabilitation services to over 6,000 Norfolk citizens yearly. Norfolk CSB seeks team members interested in providing skilled services in a public service environment. We are also seeking persons to join our team that are dedicated to supporting a positive work and treatment environment. Please join us as we instill hope and recovery opportunities for the persons we serve.
The NCSB is seeking a detail-oriented and proactive Administrative Assistant I to join our Clinical and Acute Services division. In this role, you will provide vital administrative assistance by organizing and maintaining program documentation, coordinating meetings and travel arrangements, supporting financial and budgetary tracking, and ensuring seamless day-to-day operations of the direct services providers. You will also prepare training materials, troubleshoot office equipment, support special projects, and liaise between internal teams and external partners. If you're eager to contribute to a dynamic, community-focused team and help enhance the delivery of mental health and recovery services, we encourage you to apply.
Departmental Hiring Salary Range: $41,775-$48,041
Essential Functions
Essential functions include but are not limited to:
Manages the day-to-day administrative operations of assigned tasks. Develop and implement effective time management tools to meet the needs of the business practices and procedures. These tasks include but are not limited to appointment scheduling, effective communication with staff, answering and providing directions on phone calls.
Establishes and maintains logs; records transactions; posts entries into accounting system or other records. Reviews expenditures for accuracy and conformance with established guidelines/standards; research concerns and reports discrepancies to supervisor.
Prepares payment vouchers, and processes invoices for payment.
Maintains new tracking mechanisms upon request and prepares monthly/quarterly reports for the administrative team on multiple data elements, monthly breakdown of expenditures by funding category.
Assist staff in problem solving issues with office equipment, including computers, software, printers, etc.
Serves as the program's liaison by partnering with other departments and outside vendors to a) provide program-related information/reports, b) keep equipment functional and available, and c) resolve issues that may impact program performance, e.g. city vehicles, maintenance, cell phone, vendor tax documentation, etc.
Organizes and helps coordinate program events.
Undertakes responsibility for special assignments and projects.
Schedules meetings, processes training requests, and makes travel arrangements when necessary.
Organizes, maintains, and adjusts file systems to provide ready access to information and to produce unscheduled reports when needed.
Receives, sorts, date stamps, and distributes mail and other documents.
Composes and sends correspondence, form letters, and reports on general matters.
Recommend new or modified procedures to enhance operations.
Assists the administrative team in the preparation of reports and presentation.
Distributes reports, facsimiles, and other correspondence necessary to ensure the proper functioning of substance abuse services.
Reviews information for accuracy, completeness and conformance to established standards; research documents, answers routine inquires and locates information.
Works with general supervision.
Performs related work as assigned.
Education/Experience
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
One year of general office work experience. A bachelor's degree or above may substitute work experience (as approved by the department).
Additional Information & Requirements
May require ability to qualify for Virginia Crime Information Network (VCIN).
Driver's License not required but maybe preferred if using personal or agency vehicles in performance of their duties.
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.
01
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.
I understand and will answer the following supplemental questions completely and thoroughly.
02
Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?
Yes
No
03
Are you a current or previous City of Norfolk employee?
Yes - I am a current City of Norfolk Employee
Yes - I am a previous City of Norfolk Employee
No - I am not a previous or current City of Norfolk employee
04
If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title. If not, please indicate by typing "N/A."
05
Please select the highest level of education you have completed.
High School Diploma/GED
Some College (6 months or more)
Vocational/Technical Degree
Associate's Degree
Bachelor's Degree
Master's Degree or higher
06
Do you have a minimum of at least one year of experience in general office experience?
Yes
No
07
Do you have experience working in a behavioral health care setting?
Yes
No
08
Do you have experience coordinating administrative functions such as managing calendars, scheduling meetings, handling travel arrangements, and composing professional correspondence in a fast-paced work environment?
Yes
No
09
Do you have a valid driver's license?
Yes
No
10
Please provide the name, email address, and phone number of your current or most recent supervisor
11
Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.
12
Are you a qualified military spouse? (An individual who is certified by the designated local agency as being a spouse of a member of the United States Armed Forces)
Yes
No
13
Please indicate your veteran status. (A copy of your long form DD-214 may be required)
I am not a Veteran
I am a Veteran
I am a Disabled Veteran
Required Question
Employer
City of Norfolk
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