Administrative Assistant I (Design)

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 Department of Public Works Design Division plays a critical role in building new facilities and infrastructure as well as renewing and modernizing our vintage ones. We are an energetic and collaborative group of professionals in architecture and interior design and civil, structural, mechanical, electrical, and construction engineering. Our projects include a wide variety of public buildings and venues, and development of parks, streetscapes, coastal and waterfront structures that are both integral and iconic to the Hampton Roads region. An exciting assortment of upcoming projects includes Renovations to the historic Chrysler Hall, Scope Arena Seating Expansion and Amenities Improvements, Half Moone Cruise Operations and Terminal Enhancements, and brand new facilities such as the new Maury High School, a Recreation/Library Facility with aquatics features, East Bute Street Parking Garage, Norfolk Animal Care Facility, and a Public Safety Facility, as well as a host of bridge and waterfront projects, parks improvements, and streetscape and drainage improvements. 

The Design Division is looking to add an array of eager and talented professionals to our team to embark on an ambitious Capital Improvement Program approved by our City Council. We manage projects from cradle to grave, through design, procurement, and construction. We are seeking individuals with backgrounds in civil, structural, mechanical/electrical, and construction engineering, and architecture/interiors, as well as other specialists in construction and procurement/contracting, to join our vibrant team in delivering high quality facilities to our citizens and visitors. This Administrative Assistant position will provide a critical supporting role in the organization.

The Administrative Assistant I performs administrative and financial duties related to projects coordinated through Public Works, acting in parallel with Design and Construction Contracting Specialists on professional design and construction Indefinite Quantity Contracts (IDQ). This role ensures the accuracy of work orders, including contracts, funding sources, and costs, while managing updates in Excel and eBuilder, a cloud-based construction project management software. The assistant generates encumbrance forms, verifies invoices, and handles disencumbrance requests. They configure eBuilder projects, assign roles, manage workflows, reset passwords, and manage users. Additionally, they support IDQ contract amendments, update related spreadsheets, transition expired contracts, and generate reports while providing support for project management and reporting queries. 

• Manage work orders, ensuring accurate data by reviewing contracts, work order numbers, costs, funding sources, and account details.
• Confirm that commitment details align with proposals and validate funding sources.
• Update various Excel spreadsheets, verify data in the eBuilder system, and handle work order execution and approvals.
• Generate encumbrance forms in the Advantage Financial Management System (AFMS), ensuring alignment with the relevant fiscal year and verifying accounting lines and account numbers.
• Enter work order data into AFMS, including contract details and attachments.
• Receive and verify invoices, label them with contract information, and forward them for approval while addressing discrepancies.
• Coordinate accounting disencumbrance requests, adjust encumbrance forms, and confirm changes in AFMS records.
• Assist in processing Delivery Orders (DO), Purchase Orders (PO), and standard requisitions (RQS) by verifying vendor details, account numbers, and fund allocations.
• Configure eBuilder projects, apply templates and permissions, and manage Project Initiation Review (PIR) workflows to ensure accurate project details and roles.
• Assign roles and permissions in eBuilder to construction managers and inspectors.
• Oversee the processing of Daily Inspection Reports (DIR), troubleshoot issues, and ensure reports progress through the system.
• Reset passwords for users encountering account access issues and create new user accounts with appropriate configurations and permissions.
• Ensure work orders are assigned to IDQ Contract Managers and monitor their progress.
• Provides assistance with IDQ contract amendments, coordinating with the Director of Public Works and vendors.
• Update eBuilder and IDQ spreadsheets with amendment data, such as termination dates, contract terms, and bond limits.
• Enter new IDQ contract data into spreadsheets, ensuring formulas and data accuracy.
• Manage the closeout phase for expired or unrenewed IDQ contracts in eBuilder.
• Generate reports on request and provide guidance for report-related queries.

Signing Bonus:  This position is eligible for a one-time $5000 sign on bonus.

Salary : $41,775 - $68,093