Administrative Assistant ll

Administrative Assistant II

Fleet Management Division (FMD) within the Department of General Services is responsible for the acquisition, disposal, maintenance, and servicing of over 2,000 city vehicles and equipment. The city currently averages 1,466 active rolling stock units and 560 active equipment units. These units are utilized to provide a variety of services to city residents ranging from public safety to utility and refuse needs. The Department of General Services, Fleet Management Division, is seeking an Administrative Assistant II to provide administrative support and assistance to both customers and personnel. The position is responsible for maintaining personnel records, assisting employees, and performing financial duties. Additional responsibilities include monitoring, tracking, developing, and auditing budgets; supervising personnel; and overseeing facility improvements and maintenance. The Administrative Assistant II also performs related duties such as managing and supervising the division's work management system, serving on committees, completing special projects, participating in marketing and promotional planning, assisting in the development of special programs and fundraising activities, collaborating with city, state, and federal agencies, addressing problems, providing relevant information, recommending system changes, and reporting system malfunctions.

Essential functions include but are not limited to :

• Performs manages and oversees service writer attendants, while ensuring the operations of the service writer's desk productivity is met daily.
• Aids with executive administrative tasks, to include service inquiries / calls, and tow requests for customers / personnel, to maintain workflow of Fleet operations.
• Reviews and inputs data into asset management system- FasterWeb to initiate work orders for designated shops.
• Assist team with obtaining essential information, identifying necessary asset repairs or maintenance information upon request.
• Trains Service Writer personnel, provide work assignments, and ensure all policies and procedures are followed consistently.
• Oversees fuel cards, fuel billing, loaner vehicle, and motor pool.
• Performs financial and budgetary duties to include processing medium to complex financial payment transactions in financial management system- AFMS.
• Maintains and updates financial expenses, while reviewing / approving Delivery orders (DO), Purchase Orders (PO), Commodity Payment Requests (PRC), and / or Invoices (IN)
• Assists with vendor contracts by providing information for renewals; oversees, updates, and maintains spending spreadsheets; periodically audit expenditures.
• Collects and analyze budget information, reconcile vendor statements, and scan documents appropriately.
• Restocks office supplies and perform other related duties as assigned.
• Monitors and assigns loaner vehicles to departments as needed.

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 of experience in office administration. Preferred : 3+ years of experience as a service writer.

Additional Information & Requirements :

Valid Driver's License required. Work Schedule : Monday-Friday, 6 : 30am to 3 : 00pm, 40 hours per week. This position is an essential position and will require reporting to work during inclement weather and City emergencies.

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.