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Administrative Assistant II

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Administrative Assistant II

Salary

$42,629.00 - $69,485.00 Annually

Location

Norfolk, VA

Job Type

Permanent Full-time

Job Number

13120

Department

Cultural Facilities, Arts & Entertainment

Opening Date

05/13/2025

Closing Date

5/28/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

Description

The Department of Cultural Facilities, Arts and Entertainment oversees the management and execution of the City’s various entertainment venues including but not limited to: Chrysler Hall, Scope Arena, Attucks Theatre, Wells Theatre, Harrison Opera House, Harbor Park and Outdoor permitted activities including parades and run/walks. We strive to bring a diversity of artists and sporting events to the citizens of Hampton Roads.

We are looking for an experienced Administrative Assistant to join our team. The Administrative Assistant II will perform clerical, administrative, and financial support duties and provide records support. This position will also supervise personnel and coordinate training for support staff. Additionally, this role will assist with information requests, manage the planning and reporting processes, and perform related duties as required.

Department Hiring Salary Range: $42,629 - $46,891

Essential Functions

Essential functions include but are not limited to:

+ Performs administrative duties by answering telephone inquiries, sending and receiving e-mail messages, distributing information, coordinating meetings and appointments, contacting vendors for pricing and availability, taking light dictation and meeting minutes, updating manuals, performing data entry, maintaining databases and filing systems, reviewing, analyzing and transcribing reports, writing letters and statements, responding to emails, processing paperwork and payroll, conducting research, maintaining overtime and leave records, reviewing reports and resolving issues.

+ Provides administrative support notifying members of meetings, preparing meeting schedules for commissions and committees and maintaining records, minutes and agendas.

+ Performs related duties by assisting with contract administration, running errands, attending weekly staff meetings and coordinating special projects and executive recruitment activities, and assigned research projects.

+ Is the initial point of contact for outdoor event permit inquiries, provides initial information regarding the process, necessary paperwork and follow up, as needed, with clients.

+ Assists the Events Team with communication support, outdoor event settlements, calendar creation and additional 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. Completion of a four-year bachelor's degree is preferred.

Two years' experience in office administration.

Valid driver's license required

Additional Information & Requirements

Work Location: 201 E. Brambleton Ave., Norfolk, VA 23510

Work Hours: 40+ hours per week, 9:00 am – 5:00 pm. Must be able to work flexible hours including evenings, weekends, and holidays.

Signing Bonus: This position is eligible for a one-time $5,000 signing bonus for applications received on or after February 22, 2022. The signing bonus will be paid in two (2) increments: $2,500 upon completion of 60 days of employment, and $2,500 upon completion of your probationary period. To receive the signing bonus, you must be an active employee in good standing.

+ 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

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

Explain your experience with customer service, including number of years, approach, etc.?

04

What is your familiarity in working with legal documents, such as contracts, insurance certificates, etc.?

05

How many years have you worked in an office environment? Please describe if the experience was with a large company or small? Was it fast-paced or steady?

06

Please describe any event coordination experience or event support experience in general.

07

Please describe the size and manner of the teams you have previously supported.

08

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

09

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

10

Do you have a valid driver's license? (Please note: A current copy of your Division of Motor Vehicles (DMV) driving record, obtained within last 30 days, is required at the time of interview.)

+ Yes

+ No

11

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."

Required Question

Employer

City of Norfolk

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