Administrative Specialist

Come work with us at Purchasing for the City of Virginia Beach with our SWaM team. If you are looking for a career with a team that values you and your input, this job is for you.

Purchasing currently offers a 2 day Hybrid/3 day in office schedule.

Job Duties:

• Monitor, track, audit and process recurring customer financial transactions for a department or division to ensure accurate and timely recording of data by developing and analyzing reports, transmitting files, performing reconciliations, summarizing financial information, documenting and recommending needed changes, troubleshooting issues, making adjustments, researching and resolving problems/errors/omissions.
• Create, review and maintain financial worksheets and regular reports to support city staff, department, and/or external agencies.
• Update and create departmental processes related to the use of the system for financial metrics.
• Communicate with city employees, vendors, external agencies, and internal and/or external customers regarding accounts, services, managing of budgeted funds, discussing and resolving discrepancies, and ensuring compliance with federal, state, and city regulations and policies.
• Manage the collection of accounts receivables and payables by creating and processing invoices, collecting and recording payments, and maintaining customer financial agreements.
• May be responsible for managing departmental City P-Card.
• May supervise, train, and assist subordinate clerk employees.
• Individual assignments will be determined by the supervisor based on current workloads and department needs.
• Maintain detailed, accurate, and timely records that track the financial transactions for the department or division’s program(s), service(s), contract(s), and/or project(s).
• Effectively communicate with city employees, external agencies, and customers on financial status and transactions; effectively supervise the work of others. Improve accountability and reduce or eliminate errors for financial transactions.

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.

Minimum Requirements:

Requires any combination of education (above the high school level) and/or experience equivalent to six (6) years in fields utilizing the required knowledge, skills, and abilities, such as business or public administration. 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.

Preferences:

The selected candidate will have:

• Experience producing and auditing complex reports
• Experience supporting and facilitating small business community engagement and partnerships
• Experience creating and processing invoices, recording payments, and maintaining customer financial agreements
• Experience with supplier diversity program development
• Public procurement experience
• Experience updating and maintaining websites to disseminate information
• Experience working with elected officials and commissions

Special Instructions:

• Please complete the application in its entirety and include your resume if required by the posting.
• Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
• 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 screenshot or print using your browser's printing capability.

Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.