Administrative Assistant II - Clinical and Acute Services

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Administrative Assistant II - Clinical and Acute Services

Salary

$42,629.00 - $69,485.00 Annually

Location

7460 Tidewater Drive, VA

Job Type

Permanent Full-time

Job Number

12932

Department

Community Services Board

Division

Substance Abuse Services

Opening Date

03/07/2025

Closing Date

3/17/2025 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 Norfolk Community Services Board (NCSB) is the primary provider of public mental health, substance abuse, and intellectual disability services for the City of Norfolk. A continuum of services spans from outreach and prevention through intensive psychiatric care, provided by highly clinically oriented service professionals with expertise in these service areas.

Today, the NCSB provides treatment and rehabilitation services to over 6,000 Norfolk citizens yearly. Norfolk CSB seeks team members interested in providing skilled services in a public service environment and dedicated to supporting a positive work and treatment environment. Please join us as we provide hope and recovery opportunities for the persons we serve.

The NCSB is seeking a detail-oriented and proactive Administrative Assistant II to join our Clinical and Acute Services division. In this role, you will provide vital administrative assistance by organizing and maintaining program documentation, coordinating meetings and travel arrangements, supporting financial and budgetary tracking, and ensuring seamless day-to-day operations. You will also prepare training materials, troubleshoot office equipment, support special projects, and liaise between internal teams and external partners. If you're eager to contribute to a dynamic, community-focused team and help enhance the delivery of mental health and recovery services, we encourage you to apply.

Department Hiring Salary Range: $42,629 - $49,023

Essential Functions

Essential functions include but are not limited to:

• Establishes and maintains accurate logs and records transactions by posting entries into the accounting system or other relevant records. Reviews expenditures for accuracy and compliance with established guidelines and standards, conducting research on discrepancies and reporting concerns to the supervisor.

• Manages the petty cash account, prepares payment vouchers, and processes invoices in accordance with established procedures.

• Develops and maintains tracking mechanisms as requested, preparing monthly and quarterly reports for the program supervisor, covering multiple data elements, such as expenditure breakdowns by funding category, reinvestment fund utilization, and the budget spreadsheet.

• Prepares onboarding and training materials for new employees, providing orientation on office protocols, procedures, and job expectations.

• Assists staff with troubleshooting and resolving issues related to office equipment, including computers, software, and printers.

• Acts as a liaison for the program, collaborating with internal departments and external vendors to provide program-related information, ensure equipment functionality, and resolve issues impacting program performance, including city vehicles, maintenance needs, and vendor documentation.

• Coordinates vehicle maintenance and work orders, ensuring vehicles are properly serviced and available.

• Organizes and coordinates program events, ensuring all logistics and details are handled smoothly.

• Takes on special assignments and projects as directed, ensuring timely and efficient completion.

• Meets staff in the community as needed to facilitate consumer-related purchases and other necessary tasks.

• Schedules meetings, processes training requests, and makes travel arrangements as required.

• Organizes and maintains a complex filing system, ensuring easy access to information and the ability to produce unscheduled reports as needed.

• Receives, sorts, date stamps, and distributes incoming mail and documents, ensuring timely and accurate delivery.

• Composes and sends formal correspondence, including form letters and reports, addressing general matters as required.

• Recommends improvements to procedures and processes to enhance operational efficiency and effectiveness.

• Assists Programs in preparing reports and presentations, providing necessary support to ensure the successful delivery of program objectives.

• Distributes reports, facsimiles, and other essential correspondence to ensure smooth operations.

• Reviews documents for accuracy, completeness, and compliance with established standards, conducting research to answer routine inquiries and locating necessary information.

• Works independently with minimal supervision, efficiently managing tasks in a high-volume, fast-paced work environment.

• Performs other related duties as assigned, ensuring flexibility and responsiveness to departmental needs.

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.

Two years experience in office administration.

Additional Information & Requirements

• Valid Driver's License may be required depending on assignment.

• Signing Bonus: This position is eligible for a one-time $5,000 signing bonus for new hires.

• 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

  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

  04

  Do you possess a minimum of two years of experience in office administration?

• Yes

• No

  05

  Do you have at least two years of experience in an administrative or office support role, including tasks such as processing records, coordinating operations, and handling office logistics?

• No, I have no experience in this area

• No, but I have experience in a related role

• Yes, I have some experience, but less than two years

• Yes, I have two or more years of relevant experience

  06

  Have you been responsible for independently managing a budget, including preparing budget requests, tracking expenditures, auditing financial data, and preparing financial reports or budget summaries?

• No, I have no experience with budget management

• No, but I have experience assisting with budget tasks

• Yes, I have some experience with managing budgets

• Yes, I have extensive experience managing budgets

  07

  Do you have proven experience coordinating administrative functions such as managing calendars, scheduling meetings, handling travel arrangements, and composing professional correspondence in a fast-paced work environment?

• No, I have no experience in this area

• No, I have limited experience with administrative coordination

• Yes, I have some experience but would need minimal training

• Yes, I have extensive experience coordinating administrative functions

  08

  Do you have experience handling financial duties such as processing invoices, preparing revenue reports, managing payroll, reconciling accounts, and ensuring compliance with financial policies and procedures?

• No, I have no experience in financial duties

• No, but I have experience working with financial processes

• Yes, I have some experience with financial duties

• Yes, I have significant experience with financial duties

  09

  Do you have at least one year of post-secondary education or specialized training beyond high school in a vocational, administrative, technical, or business-related field?

• No, I have not completed any post-secondary education or specialized training

• I am currently pursuing post-secondary education or training

• Yes, I have completed some post-secondary education or training

• Yes, I have one year or more of post-secondary education or specialized training

  10

  Please provide the name, email address, and phone number of your current or most recent supervisor

  11

  Do you have a valid driver's license?

• Yes

• No

  12

  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."

  13

  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.

  14

  Are you a qualified military spouse? (An individual who is certified by the designated local agency as being a spouse of a member of the United States Armed Forces)

• Yes

• No

  15

  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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