Address
Form of work
SalaryJob Duties:
The City of Virginia Beach Finance Department - Procurement Division, is seeking a qualified candidate for our Administrative Assistant who will provide support to the Purchasing unit and manager.
This individual will be responsible for, but not limited to, performing the following duties:
- Monitor recurring contracts for supplies and services; expiration dates; and coordinate the extension and/or rebidding of contracts with the procurement team; review and research procurement requests, i.e., contracts/agreements, sole source procurements, etc.
- Manage the routing of contracts for execution to signatory authorities and maintain accurate log of contract execution status
- Perform internal and external customer service functions by phone and in person; provide information and assistance related to procurement services, activities, procedures, forms, or other issues; respond to complaints; research problems; and initiate problem resolution.
- Administer the City's Supplier Portal, including but not limited to vendor registration, response submission, and other Supplier Portal vendor processes.
- Assisting and supporting the members of the procurement team with posting to bid board, Virginia Business Opportunity board, bid openings, and assist departments with posting online auctions for surplus property
- Assist and support clients and suppliers by troubleshooting and responding to inquiries concerning basic ERP operation and functionality
- Assist with online catalog and user setup and support maintenance
- Accurately take meeting minutes or transcribe from an audio recording in some positions; type 40 words per minute without spelling, grammatical, or typographical errors; compose effective correspondence; prepare and enter complete and accurate data to be included in special and regular reports and records; orally communicate effectively and courteously; process documents or accurately prepare basic personnel transactions in some positions.
- Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described above and in the official job description or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs.
Additional administrative duties can be found in the official job description through the link provided.
The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and Paid-Time-Off.
Official City Job Description:
https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Administrative-Assistant-00195.pdf
Working Conditions:
https://workingcondition-summary-prod.s3.amazonaws.com/B.004008.3.pdf
Minimum Requirements:
MINIMUMS High school or GED plus three (3) years experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant. Requires a passing score of 40 words per minute on a typing test. SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Additional Requirements:
DMV Transcript: Not Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required
Attachments Required: Cover Letter
Resume
Preferences:
The qualified candidate will have experience creating requisitions, monitoring purchase orders (closing or providing information for PO changes), have experience looking up purchase orders via EFP (OFC) system, have knowledge and experience with the various types of procurement methods (ITB, RFP, RFI, RFQ, Sole Source, Emergency Request), experience monitoring contracts and agreements for renewal and expiration dates, experience working in an enterprise financial system, experience providing financial information and results to middle managers, experience providing assistance to a middle manager; customer service experience and experience in scheduling appointments for supervisors in staff in Outlook. Experience in local or State Government.
Special Instructions:
- Please complete the application in its entirety. The application is the primary required document used to screen qualifications and years of experience. A resume does not replace a completed application. Fields on the application left blank, including but not limited to job duties, dates of employment, and hours worked, may cause your application to be incomplete.
- You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.
- Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you give us in the work experience section of this application. Be sure you are thorough in describing your skills and duties as you complete the work experience section. If the information cannot be verified you will not receive credit.
- Please provide a copy of any certifications or related professional licenses.
VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.
Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.
