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Administrative Assistant ll

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Administrative Assistant ll

Salary

$42,629.00 - $49,023.35 Annually

Location

Norfolk, VA

Job Type

Permanent Full-time

Job Number

13583

Department

General Services

Division

Fleet Maintenance

Opening Date

10/16/2025

Closing Date

10/26/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

Description

Fleet Management is a division within the Department of General Services and is responsible for the acquisition, disposal, maintenance, and servicing of over 2,000 city vehicles and equipment. The Fleet Management Division (FMD) also manages various fleet programs such as fuel management, motor-pool services, and contract administration. 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 ability of city departments to provide

services effectively and efficiently is often dependent on a safe and reliable fleet of vehicles and equipment.

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

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.

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

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."

03

Please select the highest level of education you have completed.

+ High School Diploma/GED

+ Some College (6 months or more)

+ Associate's Degree

+ Bachelor's Degree or higher

04

How many years of experience in office administration do you have?

+ Less than 2 years

+ 2-3 years

+ 4-5 years

+ 6 or more years

05

The expected hiring salary for this position is $42,629-$49,023.35. Are you willing to accept a salary within this range?

+ Yes

+ No

06

Do you have a valid driver's license?

+ Yes

+ No

07

Do you have customer service experience?

+ Yes

+ No

08

Do you have automotive service writing experience?

+ Yes

+ No

09

Do you have experience with processing invoices and bills?

+ Yes

+ No

10

Please indicate how you currently utilize Microsoft Excel with your daily tasks or how you have used this application in the past. (Select all that apply)

+ Creating pivot tables

+ Creating reports for analysis

+ Creating graphs or charts

+ Creating and using formulas

+ Compiling, extracting and organizing data

+ Using V-Lookup

+ Creating macros

+ I have not used Excel to perform any of these tasks

11

Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?

+ 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

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

14

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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