Executive Assistant

Posting number: 14293

Department: Fire Rescue Services

Job classification: Executive Assistant

Posting type: Open

Categories: Administration, Administrative Assistant, Customer Service, Office and Administrative Support

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.

Norfolk Fire-Rescue (NFR) has a rich history of quality and innovative response to emergencies. Over 100 years of fire service response and over 30 years of pre-hospital emergency medical service (EMS) response have resulted in high service delivery standards. Members of NFR are cross-trained fire and EMS providers that respond on fire and medic apparatus. Norfolk's firefighters respond to calls for service that involve threats to life, property, and the environment. As well as technically challenging calls involving hazardous material responses, technical rescue responses, and water rescue emergencies.

• Provides administrative assistance by coordinating the efforts of groups and agencies, managing administrative operations, serving as a liaison between the board of directors and personnel in the director's absence, overseeing activities of supervisors to ensure compliance with policies, conducting research and developing related correspondence, processing and maintaining records, collecting data, composing correspondence, preparing reports, scheduling appointments, coordinating travel arrangements, developing special projects, processing and distributing mail, composing reports, preparing promotional literature, newsletter material and media releases; attending meetings and taking minutes, handling gift funds, acting as a liaison with community organizations, writing memos, monitoring appointments and scheduling meetings, relaying information to city employees and the public, monitoring inventory, purchasing and stocking supplies, coordinating the sending of data for publication, performing/scheduling the duties of absent staff as needed and coordinating schedules.
• Provides assistance to customers and personnel by answering telephone inquiries, assisting employees with voice mail and telephone set-up, maintaining telephone extension listings for the office, resolving billing issues, relaying information and making arrangements for payments.
• Maintains personnel records and assists employees by preparing advertisements for open positions, participating in the interview process, processing new employees, inputting and maintaining employee leave records, researching and resolving issues, assisting with the development and implementation of policies and procedures, administering workers compensation regulations, contacting the appropriate parties, staying informed on recipient's status, administering the disability management policy, participating in the development of training programs, resolving employment issues, relaying information to employees, processing paperwork, maintaining personnel files, performing evaluations, attending meetings and training sessions regarding benefits administration, staying informed on proper policies and procedures, providing benefit information to employees and coordinating open enrollment.
• Performs financial duties by reviewing and updating procedures for the cashiering process, reporting statistical information, reviewing and approving permit refunds, verifying, recording and distributing billing invoices, preparing cash receipts, delivering checks, preparing monthly revenue reports, inputting and retrieving data from accounts, developing spreadsheets to display financial information, researching data for financial reports, managing payroll operations and resolving payroll issues, overseeing the establishment or termination of customer accounts, verifying accuracy of entries and making adjustments, receiving, verifying and recording daily revenue from various sites, reconciling the daily summary with individual site cash receipts, preparing equipment requisitions, receiving purchase orders and invoices, processing payments, monitoring contracts and the gift fund, implementing grant approvals and ordinance procedures, managing purchasing and storekeeping activities, entering information into the system, paying invoices and dispensing and replenishing funds from petty cash, reconciling accounts, reviewing and approving purchase requisitions and directing purchasing requirements.
• Monitors, tracks, develops and audits budgets by researching and gathering budget data, assisting in composing budget requests, providing project status reports, determining the allocation of funds, maintaining records, periodically auditing expenditures, tracking, analyzing and approving expenditures, submitting ordinances, monitoring contract performance, preparing monthly reports for reimbursement, reviewing current and proposed costs, meeting with management to discuss changes, calculating any necessary figures and revising and assisting with the preparation of the budget.

• Supervises personnel by entering and maintaining time sheet information, conducting performance evaluations, maintaining work schedules, assisting with long range planning and the formulation of goals and objectives, aiding in the development of policies and procedures, establishing goals and objectives, reviewing personnel actions, ensuring proper work processes are followed, developing training programs and customer service seminars, managing and monitoring support functions, ensuring that work orders and time sheets are accurate, reviewing daily reports and compiling information, verifying daily work, investigating and correcting errors, establishing and tracking performance standards and measures, instructing employees, ensuring the compliance of procedures, establishing incentives to increase productivity, providing direction, coordinating schedules, leave, work assignments and office coverage, monitoring activities and performing evaluations.

• Monitors facility improvements and maintenance by submitting work orders, implementing building improvements, supervising custodians and acting as a liaison to other departments for building maintenance and improvements.

• Performs related duties by managing and supervising the division's work management system, serving on committees, completing special projects, participating in marketing and promotional planning, assisting in the development of special programs and fund raising activities, working closely with other city, state and federal agencies, addressing problems, providing any relevant information, recommending system changes and reporting system malfunctions.

• 5 years' experience in office administration.