What are the responsibilities and job description for the Administrative Assistant II - Clinical and Acute Services position at City of Norfolk?
JOB
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
EXAMPLE OF DUTIES
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.
SUPPLEMENTAL INFORMATION
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.
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
EXAMPLE OF DUTIES
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.
SUPPLEMENTAL INFORMATION
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.
Salary : $42,629 - $49,023
