Administrative Assistant ll
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Administrative Assistant ll
Salary
$42,628.86 - $49,023.35 Annually
Location
Norfolk, VA
Job Type
Permanent Full-time
Job Number
13363
Department
General Services
Division
Facility Maintenance
Opening Date
08/07/2025
Closing Date
8/21/2025 11:59 PM Eastern
Description
Benefits
Questions
Description
General Services Facilities Maintenance Division is responsible for the repair and maintenance of over 250 city government facilities including: City Hall, Public Safety Building (Jail), Norfolk Consolidated Courts Complex, entertainment venues such as the Scope Arena, Chrysler Hall, Attucks Theater, the Virginia Zoo; a cruise terminal, all police and fire stations, recreation centers; pools and numerous city office buildings. The Division is staffed with 96 employees responsible for carpentry, plumbing, electrical, painting, HVAC, elevators, roofing, moves and relocations of city employees, finance, and administrative functions.
The Department of General Services is seeking an Administrative Assistant II for the Facility Maintenance Division. The Administrative Assistant II provides a wide range of administrative and personnel support services to ensure the efficient operation of the division.
Essential Functions
Essential functions include but are not limited to:
Payroll Representative
Run payroll reports
Make/Request corrections to timesheet hours or leave submittal
Enter On Call pay
Train supervisors on correct procedures for approving time, correcting time sheets, leave corrections, etc.
Keep supervisors informed of payroll related changes
Run miscellaneous reports
Attend payroll meetings
Employee related assistance
Assist employees with questions or items related to HR, payroll, Health Insurance, ID badge requests, IT, etc.
Submit requests to create new employee accounts and account access
Submit requests to modify or terminate existing employee accounts and access
Submit requests for replacement ID badges
Responsible for maintaining employee records in a safe and secure manner
Provide presentations on City policies to keep information refreshed for employees
Oversees process related to filling a vacancy, monitor and track status of each vacancy and update vacancy chart
Ensure employees are compliant with required HR/IT training
Oversees processes for reporting worker comp claims/vehicle accidents, etc.
Manage all performance appraisals and ensure every employee is up to date
Serve as the point of contact for the City's facility work order management system.
Assist the division manager with administrative tasks associated with personnel matters.
Prepares written reports on behalf of the division.
Performs related duties by assisting personnel with software and hardware issues, and performing other duties as assigned.
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 experience in office administration.
Additional Information & Requirements
Work Schedule :
Monday - Friday 8:00am - 5:00pm
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
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."
03
Please select the answer that best describes your current educational level:
High School diploma or equivalent
Some College/Vocational Courses/Apprenticeship Training
Associate Degree
Bachelor's Degree
Master's Degree or higher
04
How many years of office administration experience do you have?
Less than 2 years
2 to 3 years of experience
4 to 5 years of experience
5 or more years of experience
05
Please select how many years of customer service experience you possess.
No experience
Less than 2 years of experience
2 to 3 years of experience
4 to 5 years of experience
5 or more years of experience
06
Please select how many years of human resource experience (such as preparing, processing, and submitting recruitment, hiring, status reports) you possess.
No experience
Less than 2 years of experience
2 to 3 years of experience
4 to 5 years of experience
5 or more years of experience
07
Please select how many years of payroll experience (such as entering and tracking hours worked and advising staff on payroll questions) you have.
No experience
Less than 2 years of experience
2 to 3 years of experience
4 to 5 years of experience
5 or more years of experience
08
This position requires a proficient level of computer skills. Please select the response that best describes your computer skill level using Microsoft Office (Word, Excel, Outlook, PowerPoint).
No experience
Less than 2 years of experience
2 to 3 years of experience
4 to 5 years of experience
5 or more years of experience
09
The expected starting salary range for this position is $42,629 - $49,023.35. Are you willing to accept a salary within this range?
Yes
No
10
Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?
Yes
No
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 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
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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