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 City of Norfolk’s Department of Human Services (NDHS) provides a wide range of essential services to its citizens. These services are crucial in supporting the wellbeing of the community and ensuring that all citizens have access to the resources they need. NDHS is committed to providing such comprehensive support to its citizens.

The NDHS is seeking an Administrative Technician position in their Fiscal and Business Services division.

The Finance Unit within Administrations and Operations plays a pivotal role in the functioning of NDHS. Their responsibilities include:

• Processing Accounts Payable and Receivable: This involves managing the agency’s debts and credits, ensuring timely payments and receipts.
• Managing Funding: They are responsible for overseeing the agency’s financial resources, ensuring they are allocated and utilized efficiently.
• Reporting: They provide necessary financial reports to local, state, and federal officials as required by the Virginia Department of Social Services and the City of Norfolk.

Department Hiring Salary Range: $41,231 - $47,415

Essential Functions

Essential functions include but are not limited to:

• Perform administrative duties by entering data, scanning documents, updating information in computerized systems/programs, contacting vendors, researching data to resolve complaints/issues, processing and maintaining files, processing and composing correspondence and documents, and answering telephone inquiries.
• Performs financial duties by generating/updating purchase orders (PO’s), gathering information for audits, researching, and resolving discrepancies concerning invoices/purchases orders.
• Verifies accuracy of PO’s by checking foster child's placement and funding information. Verify rate and address issues and discrepancies with Family Services worker.
• Assists with problem resolution and issue or reissue missing PO’s as needed.
• Monitors, requests, and scans licenses for residential, child placing agencies and foster parents. Files updated licenses in foster care records and other city/state systems.
• Generates clothing credit orders for clients upon request and tracks expenditures to ensure Family Services Workers to not exceed annual clothing allotment.
• Generates monthly reports from VDSS (Virginia Department of Social Services) system and distributes to Family Services Workers and supervisors.
• Functions in a high-volume, demanding office environment, handles multiple priorities, and maintains professional rapport.
• Responsible for accurate record retention in compliance with Federal/State/Local guidelines.
• Other duties assigned by the Supervisor.

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.

Preferred Education

High School Diploma or GED

Two years clerical experience.

Additional Information & Requirements

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

Working Hours: 40 hours Per Week, Monday-Friday 8:30am-5:00pm/Remote eligible

• 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

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

• Yes
• No

03

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

04

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."

05

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 or higher

06

How many years of experience do you have performing complex purchasing, and/or accounting functions?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

07

How many years of experience do you have providing office/administrative support in a professional business environment?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

08

Describe your experience in using Microsoft business products (include all experience with Word, Excel, Access, Outlook, and PowerPoint). If no experience, please type N/A.

09

Please describe your experience composing professional business documents such as letters and memos.

10

Please explain your customer service experience.

11

Please explain a previous or current work environment that you have worked in that required extensive practice of client confidentiality.

12

Have you ever worked, volunteered, or completed an internship with the Human Services Department with the City of Norfolk? If you answered yes, please tell us where, when, and what duties you performed for the Human Services Department with the City of Norfolk.

13

Do you have a valid driver's license?

• Yes
• No

14

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

15

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.

16

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

17

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.

18

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

19

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