Administrative Assistant I

Administrative Assistant I

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Administrative Assistant I

Salary

$41,774.67 - $69,795.03 Annually

Location

Norfolk, VA

Job Type

Permanent Full-time

Job Number

13666

Department

Parks & Recreation

Opening Date

11 / 19 / 2025

Closing Date

11 / 30 / 2025 11 : 59 PM Eastern

Description

Benefits

Questions

Description

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. The Administrative Assistant I be responsible for the human resource function of the bureau, including Workmen's Comp files and manage personnel actions and files The individual will routinely perform financial duties, provide assistance to employees, efficiently respond to citizens, and supervise other office personnel.

Norfolk's Department of Parks & Recreation is proud to announce it has been awarded national accreditation by the Commission for Accreditation of Parks and Recreation Agencies. This ensures we will continue to provide quality recreational services that enrich the lives of Norfolk's residents.

Department Salary Hiring Range : $41,775 - $48,041

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. Also, when time permits, update interment and lot info in the Web Cemeteries database for other interments and lots.

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

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.

02

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

03

How many years of experience do you have providing office / administrative support in a professional business environment?

No experience

1 year of experience

2-4 years of experience

5 or more of experience

04

Please describe your experience supporting executive / senior level management.

05

Please rate your level of proficiency with Microsoft Word (Applicants may be subject to a skills assessment)

Not Proficient

Beginner

Intermediate

Advanced

06

Please rate your level of proficiency with Microsoft Outlook (Applicants may be subject to a skills assessment)

Not Proficient

Beginner

Intermediate

Advanced

07

Please rate your level of proficiency with Microsoft Excel (Applicants may be subject to a skills assessment)

Not Proficient

Beginner

Intermediate

Advanced

08

Please rate your level of proficiency with Microsoft Access (Applicants may be subject to a skills assessment)

Not Proficient

Beginner

Intermediate

Expert

09

Please rate your level of proficiency with PeopleSoft.

Not Proficient

Beginner

Intermediate

Expert

10

Please rate your level of proficiency with AFMS.

Not Proficient

Beginner

Intermediate

Expert

11

Do you have experience generating purchase orders, monitoring budget spreadsheets, generating payments, and preparing deposits?

Yes

No

12

If you answered yes to the previous question, please describe your experience.

13

Do you have experience processing employee payroll?

Yes

No

14

If you answered yes to the previous questions, how many employees?

15

Do you have experience with a work management system capturing work task data and employee hours?

Yes

No

16

What work management system program have you used?

17

How many years of experience do you have with the work management system program?

Less than one year

1-2 years

2-4 years

More than 4 years

18

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

19

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

20

Do you have a valid driver's license?

Yes

No

21

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, and your relationship to the employee. If not, please indicate by typing "N / A."

Required Question

Employer

City of Norfolk

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