Administrative Specialist I

City of Virginia Beach

10d

About The Position

The Administrative Specialist I provides critical administrative, financial, and operational support to ECCS leadership, with a primary focus on budget coordination, payroll support, procurement, human resources processes, and data-driven reporting. This position works closely with ECCS coordinators and supervisors to ensure efficient, compliant, and well-documented administrative functions. Alpha I employee/subject to immediate recall during major and/or emergency situations.

Responsibilities

Assist with conducting research and analysis to support ECCS leadership with data-informed decision making related to staffing, budgeting, workload trends, and operational needs.
Assist with the development, coordination, and monitoring of ECCS operating budgets, including multiple cost centers supporting administration, operations and training.
Assist with tracking budget activity and expenditures; prepare routine and ad-hoc financial reports; identify potential overages or shortages; and flag concerns to management with recommended corrective actions.
Process and track financial transactions including requisitions, purchase orders, invoices, expense reports, and procurement documentation in accordance with City policies and timelines.
Support payroll and timekeeping functions by coordinating with supervisors and Human Resources, assisting with time, leave, and personnel transactions, and ensuring accurate documentation and compliance.
Assist with annual budget preparation by gathering, organizing, and compiling input from ECCS work units into comprehensive budget materials.
Maintain organized, accurate administrative and financial records to support audits, reporting requirements, and internal reviews.
Assist with procurement activities, contract tracking, and renewals; ensure compliance with City procurement requirements and deadlines.
Coordinate with internal City departments and external partners to gather or provide information related to ECCS administrative, financial, or operational needs.
Represent ECCS on internal committees or in meetings, as assigned, to exchange information and support cross-department collaboration.
Develop and maintain spreadsheets, trackers, and reports using Microsoft Excel and other standard office software to improve efficiency and visibility of ECCS administrative processes.
Perform other administrative and analytical duties, as assigned, to support ECCS operations and departmental priorities.
Will supervise support staff.
Perform other job duties requiring skills, knowledge, and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on the current workloads and department needs.