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Administrative Assistant I (Training Division)

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Administrative Assistant I (Training Division)

Salary

$41,775.00 - $68,093.00 Annually

Location

VA 23502, VA

Job Type

Permanent Full-time

Job Number

13156

Department

Police

Division

Police - Civilian

Opening Date

05/23/2025

Closing Date

6/2/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

Description

The Norfolk Police Department is committed to represent one of the most diverse cities in the region. Norfolk is home to over 244,00 residents that include an array of social, economic, and ethnic groups. It is the Norfolk Police Department's mission to recruit, attract and maintain a diverse work agency that will represent our city, citizens, and the communities we serve.

The Norfolk Police Department is seeking to hire an Administrative Assistant I. This position will provide administrative functions to support the staff and the processing functions of the Training Division, which may include support across other divisions and/or other departments. The Administrative Assistant I position performs administrative and customer service duties to achieve daily operational goals and objectives.

Essential Functions

*The departmental hiring rate for this position is $41,775.00 - $48,041.00 annually*

Provides functions to include but not limited to:

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

+ Performs administrative duties by answering telephone inquiries, sending and receiving e-mail messages, distributing information, facilitating requests for computer security access, coordinating meetings and appointments, ordering supplies, contacting vendors for pricing and availability, taking light dictation and meeting minutes, distributing mail, updating manuals, coordinating travel plans, greeting and screening visitors for entry into secured areas, performing data entry, maintaining databases and filing systems, reviewing, analyzing and transcribing reports, writing letters and statements, responding to emails, processing paperwork and payroll, ordering supplies and equipment, conducting research, maintaining overtime and leave records, reviewing reports and resolving issues.

+ Performs financial duties and provides fiscal records support by preparing electronic documents and maintaining related records, keeping spreadsheets for all budget accounts and expenditures, processing and maintaining unit payroll and financial record files, researching, balancing and posting fiscal and related data to appropriate budgetary accounts, paying invoices, monitoring accounts for availability of appropriate balances and performing periodic reconciliation of accounts.

+ Coordinates training for support personnel by establishing a system of identifying sources of information, arranging training courses, providing learning opportunities, monitoring and managing training account and tuition assistance funds, completing paperwork, entering information into financial system and monitoring time entry.

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

+ Processes GI BillTM paperwork and will be required to obtain certification as a School Certifying Official with the U.S. Veteran’s Affair Department.

+ Performs other related duties as required.

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).

Preferred candidate will possess:

+ Prior experience in a clerical or administrative position.

+ Customer service experience.

+ Strong communication and teamwork skills.

+ Experience working with Microsoft applications.

Additional Information & Requirements

Other Requirements:

Must possess a valid Driver's License.

May require the ability to qualify for the Virginia Crime Information Network (VCIN) depending on area of assignment.

Work Schedule:

Monday - Friday, 8:30 a.m. - 5:00 p.m.

40 hours per week (30 minute unpaid lunch)

Signing Bonus:

This position is eligible for a one-time $5,000 signing bonus. 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 and/or recruit academy. 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 option that best reflects your level of education.

+ Less than High School

+ High School diploma or equivalency

+ Some College

+ Vocational/Technical School

+ Associate's Degree

+ Bachelor's Degree or higher

03

Please select the response that best describes your computer skill level, including Microsoft Office (Word, Excel).

+ I do not have any experience with Microsoft Office

+ I have a beginner level of experience using computers on a random basis and require further training

+ I have a proficient level of experience using computers on a regular basis and can assist others with the use of a computer

+ I have an advanced level of experience using computers on a daily basis and can train others on new software

04

How many years of accounts payable experience do you possess?

+ I have no experience

+ I have less than two years of experience

+ I have two-four years of experience

+ I have four-six years of experience

+ I have more than six years of experience

05

If you answered yes to the above question, please briefly explain your work experience in performing accounts payable functions (this information must be included on the job application to be considered). If you answered no, please indicate N/A.

06

How many years of experience in a clerical/administrative field do you possess?

+ I have no experience

+ I have less than two years of experience

+ I have two-four years of experience

+ I have four-six years of experience

+ I have more than six years of experience

07

If you answered yes to the above question, please briefly explain your work experience in performing clerical/ administrative functions (this information must be included on the job application to be considered). If you answered no, please indicate N/A.

08

How many years of experience handling payroll operations do you possess

+ I have no experience

+ I have less than two years of experience

+ I have two-four years of experience

+ I have four-six years of experience

+ I have more than six years of experience

09

If you answered yes to the above question, please briefly explain your work experience in performing payroll functions (this information must be included on the job application to be considered). If you answered no, please indicate N/A.

10

The expected hiring salary range for this position is $41,775.00 - $48,041.00. Are you willing to accept a salary within this range?

+ Yes

+ No

11

As a Police employee in a non-sworn position, you may be required to report to work during periods of inclement weather. I acknowledge that I understand this requirement.

+ Yes

+ No

12

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.

13

A conviction (felony or misdemeanor) does not necessarily eliminate you from employment consideration. A criminal background check is conducted on all new hires. Failure to disclose all criminal convictions may result in disqualification from employment consideration or may result in dismissal from City of Norfolk employment if you have been hired. The nature of the offense; the time that has passed since the offense, conduct and/or completion of the sentence; and the nature of the job sought may be taken into consideration. Have you ever been convicted of a felony or a misdemeanor?

+ I have been convicted of a felony

+ I have been convicted of a misdemeanor

+ I have been convicted of a felony and a misdemeanor

+ I have not been convicted of a felony or a misdemeanor

14

If you answered, that you have been convicted of a felony and/or a misdemeanor, please provide an explanation including the city, state and date of the conviction. This excludes minor traffic violations such as speeding tickets.

15

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."

16

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

17

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

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