Executive Administrator I (CM only)

City of Norfolk, VA • Full-time • Norfolk, VA, US • 2d ago

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 Executive Administrator I position performs complex and confidential clerical and varied administrative duties in a highly sensitive and rapidly changing environment. Reporting directly to the Assistant to the City Manager, Senior, this position provides support to Deputy City Managers and other executive level leadership in the City Manager’s Office by handling calls, responding to emails, reviewing contracts, scheduling meetings, preparing correspondence, processing mail, paying invoices, managing confidential information and other related duties as required. The role requires exceptional organizational skills, political acumen, and the ability to manage sensitive information with discretion.

Essential Functions

Provides support to the Assistant to the City Manager, Senior:

Assists in tracking City Council concerns, action items, and follow-up assignments to ensure timely completion for inclusion in monthly reports.
Performs other related duties as assigned.

Provides Support To The Deputy City Managers

Provides administrative assistance by conducting research, preparing reports, making travel arrangements, answering telephone calls, updating files, preparing correspondence, reviewing and routing of policy and various reports and contracts, reviewing and authorizing vendor payments, scheduling meetings for assigned Deputy City Manager and maintaining their calendars.
Assist with preparing and organizing briefing materials, reports, and presentations for Deputy City Manager’s internal and external meetings.
May be required to record and transcribe minutes of a highly technical and/or confidential nature; and serve as recorder for various meetings preparing recaps for dissemination to staff.
Track project deadlines, deliverables, and follow-up items on behalf of the Deputy City Managers.
Coordinate cross-departmental communications and ensure timely responses to requests.
Manage confidential matters with tact, judgment, and discretion.
Performs other related duties as assigned.

General Executive Office Support

Manages planning and reporting processes by tracking key department assignments, outlining tasks and deliverables and providing supervisors with solutions and alternatives. Maintains positive working relationship with other City departments. Works directly with Directors, Assistant Directors, administrative support and Bureau Heads to reach the City Manager's goals and objectives.
Accurately review incoming mail for proper dissemination; accurately prepare regular reports in a timely manner; compose effective correspondence without spelling, grammatical or typographical errors; courteously and efficiently screen calls and direct to appropriate staff or department; exercise excellent organizational skills to accurately coordinate appointments and meetings for an executive level management in the City Manager’s Office.
Maintain organized records and filing systems, ensuring compliance with retention policies. Establish and maintain electronic office files.
Input financial information into AFMS, collecting and reconciling receipts and expenditures. Learn and implement City’s financial policies.
Provide coverage and support for the City Manager’s Office reception and administrative team.
Serve as liaison to various City departments as assigned.
Make decisions on minor administrative matters, interoffice forms, requisitions, and related documents as needed.
Individual assignments will be determined by the supervisor based on current workloads and department needs.
Manage the procurement of supplies and services for the City Manager’s Office in accordance with city processes and policies.
Perform other related duties in support of the City Manager’s Office.

Education/Experience

Associate degree in Business Administration, Office Management, or a related field OR equivalent combination of education and experience.
Three (3) years of experience in an administrative support role.

Additional Information & Requirements

The preferred candidate will possess:
- Prioritization and organizational skills
- Ability to work in a team environment
- Strong analytical skills
- Proficiency to handle confidential information
- 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 acknowledge receipt of the following information: This position is Unclassified and serves at the will of the City Manager.

I acknowledge receipt of the information above

04

Please select the highest level of education you have completed.

Less than High School Diploma/GED
High School Diploma/GED
Some College (6 months or more)
Vocational/Technical Degree
Associate's Degree
Bachelor's Degree
Master's Degree or higher

05

How many years of experience do you have in an administrative support role?

Less than 3 years
3-4 years
4-5 years
5 years or more

06

How many years of experience do you have providing administrative support to executive-level leadership?

Less than 3 years
3-4 years
4-5 years
5 years or more

07

Briefly describe your experience supporting executive level leadership. If you do not have this experience, type "n/a".

08

How many years of experience do you have managing confidential or sensitive information in a professional setting?

Less than 3 years
3-4 years
4-5 years
5 years or more

09

Please rate your proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook):

Beginner
Intermediate
Expert

10

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

11

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.

12

Are you a current or previous City of Norfolk employee?