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. Â Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.Â
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 seeking a detail-oriented and proactive Administrative Assistant I 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 of the direct services providers. 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.
Departmental Hiring Salary Range: Â $41,775-$48,041
Essential Functions Include But Are Not Limited To
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- Manages the day-to-day administrative operations of assigned tasks. Develop and implement effective time management tools to meet the needs of the business practices and procedures. These tasks include but are not limited to appointment scheduling, effective communication with staff, answering and providing directions on phone calls.
- Establishes and maintains logs; records transactions; posts entries into accounting system or other records. Reviews expenditures for accuracy and conformance with established guidelines/standards; research concerns and reports discrepancies to supervisor.
- Prepares payment vouchers, and processes invoices for payment.
- Maintains new tracking mechanisms upon request and prepares monthly/quarterly reports for the administrative team on multiple data elements, monthly breakdown of expenditures by funding category.
- Assist staff in problem solving issues with office equipment, including computers, software, printers, etc.
- Serves as the program's liaison by partnering with other departments and outside vendors to a) provide program-related information/reports, b) keep equipment functional and available, and c) resolve issues that may impact program performance, e.g. city vehicles, maintenance, cell phone, vendor tax documentation, etc.
- Organizes and helps coordinate program events.
- Undertakes responsibility for special assignments and projects.
- Schedules meetings, processes training requests, and makes travel arrangements when necessary.
- Organizes, maintains, and adjusts file systems to provide ready access to information and to produce unscheduled reports when needed.
- Receives, sorts, date stamps, and distributes mail and other documents.
- Composes and sends correspondence, form letters, and reports on general matters.
- Recommend new or modified procedures to enhance operations.
- Assists the administrative team in the preparation of reports and presentation.
- Distributes reports, facsimiles, and other correspondence necessary to ensure the proper functioning of substance abuse services.
- Reviews information for accuracy, completeness and conformance to established standards; research documents, answers routine inquires and locates information.
- Works with general supervision.
- Performs related work as assigned.
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
One year of general office work experience. A bachelor's degree or above may substitute work experience (as approved by the department).
May require ability to qualify for Virginia Crime Information Network (VCIN).
Driver's License not required but maybe preferred if using personal or agency vehicles in performance of their duties.
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