Administrative Technician

City of Virginia Beach

3d•Onsite

About The Position

The Virginia Beach Police Department provides a safe community for our residents by delivering quality police services. Our Finance Unit is seeking an Administrative Technician to join our team as a Department Purchaser. Individual will prepare and process purchase orders; pay invoices; establish and maintain effective working relationships with employees, supervisors, and vendors; prepare reports and spreadsheets tracking department expenses; track and monitor department contracts; demonstrate proficiency in the application of Microsoft Office Suite products; communicate effectively orally and in writing; and participate in department projects by researching or providing relevant information. This position works in-person at Building 11 at the Municipal Center. In addition to the duties outlined in the City job description, the following duties are specific to the position of Administrative Technician within the Finance Unit of the Police Department: Making department purchases for supplies, materials, goods and services while adhering to all city procurement regulations Demonstrated ability to understand chart of accounts and expenditure coding Making travel arrangements for department members, as needed Reviewing and processing payment of invoices to vendors in accordance with financial and governmental accounting principles, state and city policies and regulations Researching, resolving, and responding to vendor, employee, and project manager inquiries regarding account status; investigating and resolving problems associated with invoice processing and communicate resolution of discrepancies to appropriate personnel Reviewing payment documents for accuracy and appropriate documentation prior to inputting payment into the financial system Compiling spreadsheets, and/or narrative data into daily, weekly, and monthly reports on department expenses to be used in monitoring projected budget overages / shortages and annual budget preparation Accurately tracking department division and budget unit expenditures, researching variances, and providing recommendations to Finance Manager Examining, checking, and verifying reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follows up on discrepancies Providing customer service and department support Demonstrated ability to organize and prioritize work responsibilities Demonstrated ability to communicate effectively orally and in writing with internal and external customers Other duties, as needed.

Requirements

Demonstrate proficiency in the application of Microsoft Office Suite products
Communicate effectively orally and in writing
Demonstrated ability to understand chart of accounts and expenditure coding
Demonstrated ability to organize and prioritize work responsibilities
Demonstrated ability to communicate effectively orally and in writing with internal and external customers

Responsibilities

Prepare and process purchase orders
Pay invoices
Establish and maintain effective working relationships with employees, supervisors, and vendors
Prepare reports and spreadsheets tracking department expenses
Track and monitor department contracts
Participate in department projects by researching or providing relevant information
Making department purchases for supplies, materials, goods and services while adhering to all city procurement regulations
Making travel arrangements for department members, as needed
Reviewing and processing payment of invoices to vendors in accordance with financial and governmental accounting principles, state and city policies and regulations
Researching, resolving, and responding to vendor, employee, and project manager inquiries regarding account status
Investigating and resolving problems associated with invoice processing and communicate resolution of discrepancies to appropriate personnel
Reviewing payment documents for accuracy and appropriate documentation prior to inputting payment into the financial system
Compiling spreadsheets, and/or narrative data into daily, weekly, and monthly reports on department expenses to be used in monitoring projected budget overages / shortages and annual budget preparation
Accurately tracking department division and budget unit expenditures, researching variances, and providing recommendations to Finance Manager
Examining, checking, and verifying reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follows up on discrepancies
Providing customer service and department support
Organize and prioritize work responsibilities
Communicate effectively orally and in writing with internal and external customers
Other duties, as needed