Administrative Technician - Office Manager

City of Virginia Beach

3d•$40,726 - $63,482•Onsite

About The Position

The City of Virginia Beach Department of Human Services is seeking an Administrative Technician to work in the Housing Resources Center as the Office Manager. The position supports the Housing Resources Administrator and directly supervises Clerk positions and volunteer staff who serve as community ambassadors. The role provides administrative and operational support, including preparing reports and documents, coordinating meetings and hiring packets, handling staff paperwork and inquiries, maintaining staff and training records, and supporting reception operations. It also includes troubleshooting computer and copier/printer issues, tracking work orders, and ensuring incident reports are completed and high-risk matters are brought to leadership’s attention. The regular schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. Employees may be expected to work beyond their normally scheduled hours in response to short-term department needs or City-wide emergencies.

Requirements

Any combination of education above the high school level and/or experience equivalent to four years in fields utilizing the required knowledge, skills, and abilities.
All employees may be expected to work hours beyond their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Nice To Haves

Experience with current computer software applications, such as Microsoft Office.
Experience as a team lead or supervisor.
Experience compiling reports.
Experience working at a Human Services Agency.
Experience working in an administrative or clerical environment.

Responsibilities

Compile statistical and narrative data into daily, weekly, and monthly reports; produce documents of varying complexity; and create, modify, and maintain organizational charts.
Review and verify reports and other documents for completeness, appropriateness, adequacy, and compliance with requirements, and follow up on discrepancies.
Use desktop applications, including Microsoft Office and Visio, to create spreadsheets, presentations, flow charts, databases, dashboards, and reports.
Handle and route timesheets, leave slips, access and security forms, and other paperwork weekly; make travel arrangements as needed.
Schedule, organize, and coordinate internal and external meetings; prepare agendas and resource materials, reserve and set up rooms and equipment, prepare handouts, take or transcribe notes, and distribute them to appropriate parties.
Prepare City full-time employee and contractual hiring packets.
Respond to internal and external inquiries by researching or preparing substantive responses, and handle or route customer complaints and requests.
Schedule activities, establish priorities, and meet deadlines using effective time-management and organizational skills.
Troubleshoot computer and copier/printer issues, initiate work orders, and track them through completion.
Oversee receptionist staff and rotational duties, including mail distribution, supply inventory and distribution, and common-area walkthroughs; ensure reception coverage during core operating hours.
Maintain master logs for Defensive Driving, training, shelter assignments, performance evaluations, active staff directories, and a current staff phone tree.
Ensure incident reports and briefs are completed and notify appropriate leadership about high-risk matters.
Directly supervise Clerk positions and volunteer staff.