Administrative Technician

City of Virginia Beach, VA•Virginia Beach, VA

27d

About The Position

The Department of Public Utilities-Technical Services is seeking an experienced Administrative Technician Duties will include but not be limited to: Assist one division manager, 8 divisional supervisory staff, and 21 additional staff members with a variety of technical and administrative tasks. Schedule meetings for management level staff and conference rooms. Record meeting minutes on a bi-weekly basis of highly confidential and technical nature. Work with limited supervision in development of daily priorities, tasks, scheduling meetings, project management, development of training materials and training employees, and reoccurring division analysis. Prepare memorandums, forms, reports, presentations, and flows using Microsoft Word, Excel, PowerPoint, SharePoint, Teams, and Power Automate. Develop and maintain standard operating procedures, job aids, and templates for division and department use. Update and maintain Admin SharePoint sites. Coordinate with IT for various divisional requests including purchasing software applications, IT service requests, and equipment purchases. Act as the only divisional representative for HR, Payroll & Finance, HR Training & Development, & Department Recognition. Coordinate preparation of the divisional budget, provide supporting documentation for budget requests and any justifications for budgetary requirements. Review divisional budget on monthly basis to view available funds and track all divisional spending. Research discrepancies or inaccuracies in budget report. Report any overages or discrepancies to the division manager and provide solutions when overages are apparent. Order office supplies, technical equipment, and furniture (scanners, kiosk printer/scanner, furniture). Prepare purchase requisitions. Receive items and reconcile purchases in Oracle. Coordinate with HR on all hiring, create all hiring requisitions, and manage all requisitions from listing to hiring, tasks include conducting interviews, creating offer letters, creating and process new hire paperwork, and conducting employee onboarding for the Technical Services Division; training and development, performance management, policy and procedural updates, and employee relations issues.

Requirements

Experienced in administrative tasks
Proficient in Microsoft Word, Excel, PowerPoint, SharePoint, Teams, and Power Automate

Responsibilities

Assist one division manager, 8 divisional supervisory staff, and 21 additional staff members with a variety of technical and administrative tasks.
Schedule meetings for management level staff and conference rooms.
Record meeting minutes on a bi-weekly basis of highly confidential and technical nature.
Work with limited supervision in development of daily priorities, tasks, scheduling meetings, project management, development of training materials and training employees, and reoccurring division analysis.
Prepare memorandums, forms, reports, presentations, and flows using Microsoft Word, Excel, PowerPoint, SharePoint, Teams, and Power Automate.
Develop and maintain standard operating procedures, job aids, and templates for division and department use.
Update and maintain Admin SharePoint sites.
Coordinate with IT for various divisional requests including purchasing software applications, IT service requests, and equipment purchases.
Act as the only divisional representative for HR, Payroll & Finance, HR Training & Development, & Department Recognition.
Coordinate preparation of the divisional budget, provide supporting documentation for budget requests and any justifications for budgetary requirements.
Review divisional budget on monthly basis to view available funds and track all divisional spending.
Research discrepancies or inaccuracies in budget report.
Report any overages or discrepancies to the division manager and provide solutions when overages are apparent.
Order office supplies, technical equipment, and furniture (scanners, kiosk printer/scanner, furniture).
Prepare purchase requisitions.
Receive items and reconcile purchases in Oracle.
Coordinate with HR on all hiring, create all hiring requisitions, and manage all requisitions from listing to hiring, tasks include conducting interviews, creating offer letters, creating and process new hire paperwork, and conducting employee onboarding for the Technical Services Division; training and development, performance management, policy and procedural updates, and employee relations issues.