Administrative Assistant I (Design)
Print (https://www.governmentjobs.com/careers/norfolk/jobs/newprint/4889874)
Apply
?
Administrative Assistant I (Design)
Salary
$41,775.00 - $68,093.00 Annually
Location
Norfolk, VA
Job Type
Permanent Full-time
Job Number
12999
Department
Public Works
Division
Division of Design
Opening Date
04/01/2025
Closing Date
4/11/2025 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 Department of Public Works Design Division plays a critical role in building new facilities and infrastructure as well as renewing and modernizing our vintage ones. We are an energetic and collaborative group of professionals in architecture and interior design and civil, structural, mechanical, electrical, and construction engineering. Our projects include a wide variety of public buildings and venues, and development of parks, streetscapes, coastal and waterfront structures that are both integral and iconic to the Hampton Roads region. An exciting assortment of upcoming projects includes Renovations to the historic Chrysler Hall, Scope Arena Seating Expansion and Amenities Improvements, Half Moone Cruise Operations and Terminal Enhancements, and brand new facilities such as the new Maury High School, a Recreation/Library Facility with aquatics features, East Bute Street Parking Garage, Norfolk Animal Care Facility, and a Public Safety Facility, as well as a host of bridge and waterfront projects, parks improvements, and streetscape and drainage improvements.
The Design Division is looking to add an array of eager and talented professionals to our team to embark on an ambitious Capital Improvement Program approved by our City Council. We manage projects from cradle to grave, through design, procurement, and construction. We are seeking individuals with backgrounds in civil, structural, mechanical/electrical, and construction engineering, and architecture/interiors, as well as other specialists in construction and procurement/contracting, to join our vibrant team in delivering high quality facilities to our citizens and visitors. This Administrative Assistant position will provide a critical supporting role in the organization.
The Administrative Assistant I performs administrative and financial duties related to projects coordinated through Public Works, acting in parallel with Design and Construction Contracting Specialists on professional design and construction Indefinite Quantity Contracts (IDQ). This role ensures the accuracy of work orders, including contracts, funding sources, and costs, while managing updates in Excel and eBuilder, a cloud-based construction project management software. The assistant generates encumbrance forms, verifies invoices, and handles disencumbrance requests. They configure eBuilder projects, assign roles, manage workflows, reset passwords, and manage users. Additionally, they support IDQ contract amendments, update related spreadsheets, transition expired contracts, and generate reports while providing support for project management and reporting queries.
Departmental Hiring Salary Range: $41,775 - $48,041
Essential Functions
Essential functions include but are not limited to:
Manage work orders, ensuring accurate data by reviewing contracts, work order numbers, costs, funding sources, and account details.
Confirm that commitment details align with proposals and validate funding sources.
Update various Excel spreadsheets, verify data in the eBuilder system, and handle work order execution and approvals.
Generate encumbrance forms in the Advantage Financial Management System (AFMS), ensuring alignment with the relevant fiscal year and verifying accounting lines and account numbers.
Enter work order data into AFMS, including contract details and attachments.
Receive and verify invoices, label them with contract information, and forward them for approval while addressing discrepancies.
Coordinate accounting disencumbrance requests, adjust encumbrance forms, and confirm changes in AFMS records.
Assist in processing Delivery Orders (DO), Purchase Orders (PO), and standard requisitions (RQS) by verifying vendor details, account numbers, and fund allocations.
Configure eBuilder projects, apply templates and permissions, and manage Project Initiation Review (PIR) workflows to ensure accurate project details and roles.
Assign roles and permissions in eBuilder to construction managers and inspectors.
Oversee the processing of Daily Inspection Reports (DIR), troubleshoot issues, and ensure reports progress through the system.
Reset passwords for users encountering account access issues and create new user accounts with appropriate configurations and permissions.
Ensure work orders are assigned to IDQ Contract Managers and monitor their progress.
Provides assistance with IDQ contract amendments, coordinating with the Director of Public Works and vendors.
Update eBuilder and IDQ spreadsheets with amendment data, such as termination dates, contract terms, and bond limits.
Enter new IDQ contract data into spreadsheets, ensuring formulas and data accuracy.
Manage the closeout phase for expired or unrenewed IDQ contracts in eBuilder.
Generate reports on request and provide guidance for report-related queries.
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). Three (3) years of experience in general office work is preferred.
Additional Information & Requirements
Requires a valid driver's license.
Signing Bonus: This position is eligible for a one-time $5000 sign on bonus.
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
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
03
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."
04
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.
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 or higher
06
How many years of general office experience do you possess?
No experience
Less than a year
1-3 years
3-5 years
More than 5 years
07
This position requires a proficient level of computer skills related to data entry, analysis and reporting functions. What level of expertise do you have with Microsoft Office Suite? Please note: Skills assessment may be given at time of interview.
Beginner
Intermediate
Advanced
08
Please describe some of the tools and functions you have used in Microsoft Office Suite? If none, @type N/A.
09
Do you have experience in financial management as it pertains to Design and Construction for Capital Improvement Projects?
Yes
No
10
What financial duties have you performed as it relates to Purchase Orders, Direct Orders, Professional Agreements, Amendments, Contracts, or Work Orders? If none, @type N/A.
11
Do you have experience working with Professional Engineers, Design Firms, Contractors, or Project Managers?
Yes
No
12
Please describe your role while working with Professional Engineers, Design Firms, Contractors, or Project Managers? If none, @type N/A.
13
Please describe any experience you have utilizing a Construction Project Management software? If none, @type N/A.
14
Have you worked in a municipal environment?
Yes
No
15
Would accept a starting salary between $41,775 - $48,041?
Yes
No
16
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
Apply
Please verify your email address Verify Email
