Administrative Specialist II

City of Virginia Beach • Virginia Beach, VA

7d

About The Position

The City of Virginia Beach Public Works Facilities Division is hiring an Administrative Specialist to provide critical financial, budgetary, and operational support to Facilities leadership. This role plays a key part in driving data-informed decision making through comprehensive financial management, reporting, and long-term planning. The successful candidate will oversee operating and capital budgets, manage contracts and procurement processes, and deliver clear, actionable insights that support efficient operations and sustainable stewardship of public assets.
Duties include:

Responsibilities

• Conduct detailed research and analysis to support data driven decision making for Facilities leadership.
• Manage financial transactions for Public Works Facilities, including requisitions, invoices, purchase orders, and expense reports.
• Develop and administer the Facilities Group’s annual operating budgets (11 budgets), encompassing enterprise funds and special programs.
• Oversee ongoing budget operations, including monthly reporting, forecasting, budget transfers, purchase approvals, year-end reconciliation, and carry forward requests.
• Support long term planning efforts through cost benefit analysis, program evaluation, and financial forecasting.
• Manage capital budgets for the Building and Assets Capital Improvement Program (CIP).
• Oversee contract management; assist with procurement processes and support Requests for Proposals (RFPs) for new and renewing contracts.
• Coordinate funding responsibilities with other departments for shared operational and capital expenses.
• Prepare and analyze financial and operational reports, such as stockroom inventory, work order activity, special event costs, and quarterly recreation center summaries.
• Draft clear and comprehensive reports for management, offering insights and recommendations to guide decisions.
• Monitor budget performance and recommend corrective actions when necessary; assist in preparing for future fiscal years.
• Maintain organized, up-to-date financial records and ensure timely reporting of budget concerns.
• Represent the Facilities Division on internal committees and participate in interdepartmental meetings.
• Ensure compliance with city procurement policies and timelines for contract renewals.
• Utilize Microsoft Excel, Word, PowerPoint, Oracle Financials Cloud, and GovMax for financial management and reporting.

Benefits

• annual and sick leave
• paid holidays
• dental
• vision
• health insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees