Administrative Assistant II

Administrative Assistant II

Salary

$51,610.42 - $86,465.45 Annually

Location

7447 Central Business Park, Norfolk, VA 23513, VA

Job Type

Permanent Full-time

Job Number

14289

Department

Community Services Board

Opening Date

08/10/2026

Closing Date

8/20/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Description

Norfolk, Virginia is Americas most authentic and urban waterfront city. Home to the worlds largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. Working for the City of Norfolk is an opportunity to make a real difference in the lives of others. With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself. Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.

The Norfolk Community Services Board (NCSB) provides treatment, support, and education to the community with a focus on mental illness, substance use disorders, and intellectual/developmental disabilities. Norfolk CSB provides services to persons in acute crisis as well as integrated, person-centered, and recovery-oriented programming for persons needing assistance and support stabilizing in the community.

Today, the NCSB provides treatment and rehabilitation services to over 6,000 Norfolk citizens yearly. Norfolk CSB seeks team members interested in providing skilled services in a public service environment and dedicated to supporting a positive work and treatment environment. Please join us as we provide hope and recovery opportunities for the persons we serve.

The NCSB is seeking a detail-oriented and proactive Administrative Assistant II to join our Service Access/Intake Unit. In this role, you will provide vital administrative assistance by organizing and maintaining program documentation, coordinating meetings and travel arrangements, supporting financial and budgetary tracking, and ensuring seamless day-to-day operations. You will also prepare training materials, troubleshoot office equipment, support special projects, and liaise between internal teams and external partners. If youre eager to contribute to a dynamic, community-focused team and help enhance the delivery of mental health and recovery services, we encourage you to apply.

Departmental Hiring Salary Range: $51,610- $59,224

Essential Functions

Essential functions include but are not limited to:

• Establishes and maintains accurate logs and records transactions by posting entries into the accounting system or other relevant records. Reviews expenditures for accuracy and compliance with established guidelines and standards, conducting research on discrepancies and reporting concerns to the supervisor.
• Manages the petty cash account, prepares payment vouchers, and processes invoices in accordance with established procedures.
• Develops and maintains tracking mechanisms as requested, preparing monthly and quarterly reports for the program supervisor, covering multiple data elements, such as expenditure breakdowns by funding category, reinvestment fund utilization, and the budget spreadsheet.
• Prepares onboarding and training materials for new employees, providing orientation on office protocols, procedures, and job expectations.
• Assists staff with troubleshooting and resolving issues related to office equipment, including computers, software, and printers.
• Acts as a liaison for the program, collaborating with internal departments and external vendors to provide program-related information, ensure equipment functionality, and resolve issues impacting program performance, including city vehicles, maintenance needs, and vendor documentation.
• Coordinates vehicle maintenance and work orders, ensuring vehicles are properly serviced and available.
• Organizes and coordinates program events, ensuring all logistics and details are handled smoothly.
• Takes on special assignments and projects as directed, ensuring timely and efficient completion.
• Meets staff in the community as needed to facilitate consumer-related purchases and other necessary tasks.
• Schedules meetings, processes training requests, and makes travel arrangements as required.
• Organizes and maintains a complex filing system, ensuring easy access to information and the ability to produce unscheduled reports as needed.
• Receives, sorts, date stamps, and distributes incoming mail and documents, ensuring timely and accurate delivery.
• Composes and sends formal correspondence, including form letters and reports, addressing general matters as required.
• Recommends improvements to procedures and processes to enhance operational efficiency and effectiveness.
• Assists Programs in preparing reports and presentations, providing necessary support to ensure the successful delivery of program objectives.
• Distributes reports, facsimiles, and other essential correspondence to ensure smooth operations.
• Reviews documents for accuracy, completeness, and compliance with established standards, conducting research to answer routine inquiries and locating necessary information.
• Works independently with minimal supervision, efficiently managing tasks in a high-volume, fast-paced work environment.
• Performs other related duties as assigned, ensuring flexibility and responsiveness to departmental needs.

Education/Experience

Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with six months/one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

Two years experience in office administration.

Additional Information & Requirements

• Valid Drivers License may be required depending on assignment.

• Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.

• Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.

• Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.

• Retirement

If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

• The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant's school of enrollment must be an accredited institution.

NOTE:

The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.

Non-City

Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.

01

The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.

• I understand and will answer the following supplemental questions completely and thoroughly.

02

Are you a current or previous City of Norfolk employee?

• Yes - I am a current City of Norfolk Employee
• Yes - I am a previous City of Norfolk Employee
• No - I am not a previous or current City of Norfolk employee

03

If you were referred for this position by a current City of Norfolk employee, please provide the employees full name, department, and job title, and your relationship to the employee. If not, please indicate by typing "N/A."

04

Please select the highest level of education you have completed.

• High School Diploma/GED
• Some College (6 months or more)
• Vocational/Technical Degree
• Associates Degree
• Bachelors Degree
• Masters Degree or higher

05

How many years of experience do you have in an administrative or office support role, including tasks such as processing records, coordinating operations, and handling office logistics?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

06

How many years have you been responsible for independently managing a budget, including preparing budget requests, tracking expenditures, auditing financial data, and preparing financial reports or budget summaries?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

07

How many years of proven experience do you have coordinating administrative functions such as managing calendars, scheduling meetings, handling travel arrangements, and composing professional correspondence in a fast-paced work environment?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

08

How many years of experience do you have handling financial duties such as processing invoices, preparing revenue reports, managing payroll, reconciling accounts, and ensuring compliance with financial policies and procedures?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

09

How many years of experience do you have of post-secondary education or specialized training beyond high school in a vocational, administrative, technical, or business-related field?

• No experience
• Less than 2 years of experience
• 2-3 years of experience
• 4-5 years of experience
• 6 or more years of experience

10

Do you have a valid drivers license?

• Yes
• No

11

Please provide the name, email address, and phone number of your current or most recent supervisor

12

Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.

13

Please indicate your veteran status. (A copy of your long form DD-214 may be required)

• I am not a Veteran
• I am a Veteran
• I am a Disabled Veteran

Required Question

Employer City of Norfolk