What are the responsibilities and job description for the Administrative Technician position at City of Virginia Beach?
Virginia Beach is a diverse, vibrant, appealing community with a dynamic year-round tourism economy that serves the needs of local residents and visitors alike. The Virginia Beach Convention & Visitor's Bureau develops and promotes Virginia Beach as a first-class, year-round destination that contributes to the quality of life and a diverse local economy. The Virginia Beach Convention Center's mission is to facilitate successful experiences by offering a full range of high-quality services and amenities for conventions, professional trade shows, consumer shows and community events.
As an Administrative Technician you will:
Assist in the preparation of annual budget worksheets for Marketing, PR & Communications division expenditures of approximately $11M . Provide supporting documentation on costs for each line item. Compare to historical costs as appropriate. Assist with research on available sources/costs for new items/services that are needed.
Prepare requisitions and purchase orders per City and department guidelines ensuring compliance with regulations.
Process vendor invoices and resolve issues using established department procedures and City AP guidelines.
Maintain and reconcile internal accounting records against City’s general ledger. Correspond with Financial Specialist on discrepancies.
Audit monthly credit card transactions to ensure policies and procedures both City and departmental have been followed correctly. Review coding to make sure it is correct and being charged to the appropriate budget.
Compare budgeted and non-budgeted travel expenditures to determine if costs incurred are more than budget. Alert department Program Manager/Accountant if actual costs are significantly different than budgeted costs. Correspond with Financial Specialist on discrepancies between budgeted/non budgeted and actuals.
Assist with the preparation of changes to existing contractual agreements within the Director’s Office and other CVB divisions as needed.
Develop/maintain database to track division performance measures. Ensure that data received from division is consistently reported from period to period. Review reporting each month to ensure data has been correctly entered from legitimate industry and other sources. Analyze trends/outcomes in the data to determine if they are expected to continue or not. Review monthly performance measure report and associated analysis with Manager.
Assist with staff training on the City’s Administrative Directives and the corresponding department’s internal control guidelines.
Recommend and assist with creating new procedures and internal controls. Assist with updates/revisions to existing guidelines/procedures on an annual basis.
Complete monthly department management financial report which includes expenditures contained within three (3) funds. The report compares YTD budgets to YTD Expenditures/Encumbrances with a percentage of budget spent YTD. The report also includes Fiscal Year budget compared to YTD Expenditures/Encumbrances with a percentage of budget spent fiscal year to date. Identify areas of concern and review with the Manager and Accountant.
Assist with preparing quarterly financial presentation for department management. Recommend areas to cut back or identify any expected surpluses.
Provide administrative support to the Director of Administration as needed.
As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.
