Administrative Assistant I

Administrative Assistant I

The City of Norfolk's Department of Parks and Recreation is currently seeking to fill two full-time Administrative Assistant I vacancies, one for its Bureau of Cemetery Operations and one for Parks and Forestry Operations.

Essential Functions

Essential functions include but are not limited to (depending on assignment) :

• Perform a variety of administrative, financial, budgetary, and various office duties. Provide administrative assistance; compose and type all Bureau Head correspondence and memoranda; receive and distribute mail; answer and direct telephone inquiries; set appointments; schedule meetings and make travel arrangements, including preparation of travel authorizations.
• Cemeteries Only - Greet the public regarding cemetery lot and grave locations, research genealogical inquiries; issue foundation installation applications and receipts; prepare legal transfer affidavits for the sale or transfer of ownership of cemetery lots and graves and disinterment forms for the removal of burials for all 8 cemeteries the City owns and operates.
• Prepare, compile, monitor and track the budget; analyze budget and management reports; monitor accounts to identify trends in expenditures and revenues and make recommendations for budget adjustments.
• Set up vendor accounts, verifying payments, processing vouchers, requisitions and other documents for payment, preparing reports, entering data into the financial system, reconciling accounts.
• Process journal vouchers and invoices in the AFMS system, maintaining files, reviewing invoices for payment and consulting with vendors regarding accounts. Verify when invoices have been paid in invoice log.
• Performs administrative duties such as writing receipts for payment of funds, maintaining a cash journal and accounts receivable ledger using double-entry bookkeeping; prepares monthly reports.
• Cemeteries Only - Take in funerals, enter into financial books, as well as type up interment and lot cards, and enter into the cemetery database Web Cemeteries.
• Manage payroll operations, which includes monitoring payroll and leave requests in PeopleSoft. Prepare PAF's for work schedule changes, and personnel requisitions for job vacancies, handle new employee enrollments, handle health insurance and other benefits for all employees at open enrollment time as well as assist employees with any personnel issues they may have. Maintain personnel files, coordinate the processing of workmen's compensation and disability management requests, including Workmen's Comp claims. Manages the notification of on the job injuries to the workers compensation service provider.
• Manages the human resource function of the bureau for approximately full time employees, including payroll time entry, leave entry, in-boarding of new employees and provides payroll documents for seasonal workers to the temp services company.
• Processes the documents for separation of employees from the city and submission of documents to fill vacant positions.
• Manages the Lucity asset management system database tracking all time and task work performed and compiling required reports for VDOT reimbursements.
• Assists in the management of responses to the Norfolk Cares Call Center / MyNorfolk.
• Provides assistance to both internal and external customers.
• May supervise other office personnel.
• Processes all the Bureau's Financial obligations in the AFMS system.

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). Must possess valid Virginia driver's license. Preferred candidates will possess : Academic courses or areas of concentration in Accounting, personal computer courses, and / or Public Relations; Two years of clerical experience working with personnel, payroll and work management system databases. Two years of experience with Microsoft Office suite.

Additional Information & Requirements

Work Location : Elmwood Cemetery, 238 E. Princess Anne Road, Norfolk, VA 23510 OR Parks & Forestry Operations, 2839 Dana Street, Norfolk, VA 23509 Work Hours : 7 : 30 am 4 : 00 pm, Monday through Friday