00398 - Administrative Assistant Iii

Title: 00398 - Administrative Assistant III

State Role Title: Admin Office Specialist III

Hiring Range: $31, 886 - $45,000

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: WWW.NSU.EDU

Recruitment Type: General Public - G

Job Duties

1. Provide day-to-day support by maintaining an effective documentation system for all capital outlay projects.
2. Coordinate with project meetings for the Director of Capital Planning.
3. Preparing routine correspondence, maintaining the division calendar and appointment schedule
4. Processing of mail ensuring that all documents are forwarded to the appropriate staff for necessary action.
5. Daily review and timely response of email messages;
6. Daily review and timely response of telephone messages; and proper out-of-office notification for phone and email communication.
7. Track the capital outlay process to ensure all forms and payment requests are complete for active projects and correctly recorded.
8. Notify the Director of Capital Planning of all issues related to capital functions.
9. Input all purchase requisitions requests in both the university and state procurement systems within 8 working hours after receipt. Documenting any issues affecting this timeline and reporting to the appropriate person.
10. Prepare two weeks after month end an encumbrance analysis and forward to the Accountant a list of requisitions and/or purchase orders that need to be closed.
11. Coordinating the acceptance of bids and bid openings
12. Provide administrative support and perform other duties as required and directed.

Minimum Qualifications

1. Extensive knowledge of business English to include spelling, writing, punctuation,
proofreading and vocabulary; effectively communicate orally, in writing and electronically.
2. Knowledge andability to prepare PowerPoint presentations and excel spreadsheets.
3. Ability to supervise and train student workers and to explain organizational policies,rules,
regulations, and procedures.
4. Must have knowledge and experience in the use and application of databases to include
verification of accuracy of data, input of data, and creating reports.
5. Must have knowledge of BCOM — Bureau of Capital Outlay Management
6. Must have experience processes payment invoices
7. Knowledge of use of word processor and architectural / engineering termsis desired.
8. General knowledge of Commonwealth of Virginia procurement processes and procedures.
9. Famillarity with engineering and architectural terms.
10. Ability to transcribe and type technical and fiscal reports and compose effective and
accurate correspondence.
11. Ability to provide excellent customer service and interact positively with all co-workers.
12. Must have ability to answer telephone calls and receive visitors and to direct calls and
visitors to proper office personnel properly and professionally.
13. Must have ability to review forms for proper content, math errors and completeness of
information.
14. Must have skill in use of personal computer, copier machines and FAX machine.
15. Must also be capable of prioritizing and scheduling his/her assigned workload to meet both
normal completion schedules and special deadlines established by the supervisor.
16. Must have the ability to use word processing software to produce written documents and to
use spreadsheet and data base software to enter data and print reports.
17, Must have the ability to communicate effectively orally and in writing.
18. Must have good interpersonalskills.
19. Must have the ability to work independently and exercise judgment.

Additional Considerations

1. Graduation from an accredited college or university preferred with major course work in business administrative secretarial work, including some supervisory experience, or any equivalent combination of training and experience.
2. Must have a minimum ofsix (6) years’ office managementor increasingly responsible
secretarial/administrative experience.
3. Must possess a valid Virginia state drivers’ license.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia’s Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or résumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.
Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

Contact Information

Name: Office of Human Resources

Phone: 757-823-8160

Email: NO EMAILED DOCUMENTS ACCEPTED

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.