Administrative Assistant II - Management Information Systems

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Administrative Assistant II - Management Information Systems

Salary

$41,187.00 - $67,135.00 Annually

Location

VA 23513, VA

Job Type

Permanent Full-time

Job Number

11987

Department

Community Services Board

Division

Administration

Opening Date

04/25/2024

Closing Date

5/5/2024 11:59 PM Eastern

• Description

• Benefits

• Questions

Description

The Norfolk Community Services Board (NCSB) provides treatment, support, and education to the community with a focus on mental illness, substance use addiction, and intellectual/developmental disabilities. Norfolk CSB provides services to persons in acute crisis as well as integrated, person-centered, and recovery-oriented programming for persons needing assistance and support stabilizing in the community.

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. We are also seeking persons to join our team that are dedicated to supporting a positive work and treatment environment. Please join us as we instill hope and recovery opportunities for the persons we serve.

The NCSB is currently seeking an Administrative Assistant to serve as the principal administrative support staff for the Program Manager of Healthcare Informatics Team. Performs complex and responsible administrative work in the division's budget, staffing, grants reporting, and data tracking. Ensures effective tracking of documents and project activities through the office and works with programs to ensure effective processing. Orders supplies for programs and processes invoicing activities. Assists programs with other related duties as needed.

Departmental Hiring Salary Range: $41,187- $47,365

Essential Functions

Essential functions include but are not limited to:

• Provides oversight of computer and administrative support by knowing the business functions of the Healthcare Informatics Department's customers (City departments, bureaus and division, project teams, and supported agencies and programs) and understanding each individual customer's business and services delivery needs and how they use the City's suite of office automation tools, applications, and personal computers to perform their jobs.

• Under the direction of the Program Manager, oversees PC management, monitoring, and reporting, which included policy development and administration, documentation of procedures, licensing, inventory management, interface issues, scripting, and quality control for all customer supported application and devices.

• Maintains fixed asset records, inventory, data entry, and tracking for the department. Puts fixed asset tag numbers on department equipment as dictated by fixed asset procedures. Serves as the department records manager.

• Serves as liaison to City IT, COX, RICOH, and additional vendors as assigned.

• Maintains records by tracking equipment checkout, transported to various departments, arranging for return of equipment upon resignation and termination of duty.

• Serves as member and provides administrative support (monthly minutes, materials, etc.) to various committees as required.

• Undertakes responsibility for special assignments and projects as necessary.

• Composes and sends correspondence, form letters, and reports on general matters.

• Works with minimal supervision and functions effectively in a high volume, busy work environment.

• Performs other administrative work as assigned.

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.

Two years experience in office administration.

Additional Information & Requirements

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

• Signing Bonus: This position is eligible for a one-time $5,000 signing bonus.

• 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

  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

  03

  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."

  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

  Do you possess two years of experience in office administration?

• Yes

• No

  06

  Please describe your experience in providing customer service.

  07

  Please indicate your experience and comfort level with handling multiple tasks. Include in your response strategies you use to handle multiple tasks.

  08

  Do you have a valid driver's license?

• Yes

• No

  09

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

  10

  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.

  11

  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

Agency

City of Norfolk

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