Overview
Office Administrator Jobs in Allen, TX at Ebby Halliday Realtors
Requisition ID:
44368
Work Location:
Public Works – Dam Neck facility
Pay Range:
G.23, $50,194.00 – $77,800.70
Starting Salary:
Minimum of the Pay Range
Work Schedule:
Mon-Fri 8:00-5:00
Part Time Hours/Wk:
Job Open Date:
5/14/25
Application Deadline:
5/21/25
Job Duties:
The City of Virginia Beach is recruiting for an Administrative Specialist II to join Public Works Operations Management Support; duties to include:
Managerial oversight of key administrative functions for approximately 400 FTE’s, contract staff & 17 Budgets. Compose division wide emails for clear communication.
Direct supervision and management of the Administration and Customer Service Bureau which includes two direct reports and six indirect reports for customer service and payroll teams. Conducting interim and annual performance evaluations, review and approval of timecard and leave in VB Time, and provide guidance in related job duties.
Provide oversight and coordinate with Occupational Health regarding employee FMLA, ADA, health issues, limited duty and return to work within the Division.
Provide oversight and coordinate with Human Resources. Must have the ability to understand and coordinate Human Resource concepts, practices, policies, and procedures on a variety of personnel functions, including performance issues. Oversee new member orientation and on-boarding.
Provide oversight and coordinate with 311 on Citizen calls/emails and software integrations.
Assist Division with City disciplinary actions, career progressions, administrative increases, demotions, reclassifications, hire above and hiring bonus’ processes.
Oversight of Division’s weather-related expense and action documentation with respect to FEMA/VDEM requirements for reimbursement eligibility. Responsible for reviewing Federal and State requirements related to weather events and coordinating the collection, organization, and maintenance of records to meet the requirements.
Provide a high level of quality customer service to Citizens and other City employees. Proactively search for solutions and interact with other Departments and Public Works Divisions.
Provide administrative duties to include recording and distributing meeting minutes, following up on action items from meetings.
Review division documents for ADA compliance requirements. Stay current on ADA document requirements and serves as the lead ADA document reviewer and resource.
Enter annual budgets for multiple budget units into GovMax or Oracle Financial software. Prepare monthly, annual, and on demand detailed financial reports using financial software.
Monitor Administration and Customer Service Bureau’s budget. Develop needs for future Fiscal Year budgeting, spending during current year, and identify funding sources mid-year as unplanned needs develop.
Effectively communicate with all levels of management, city employees, citizens, and external agencies both orally and in writing.
Monitor office processes to implement and improve business practices to create efficiencies, improve quality of work, and ensure quality customer service is provided. Data analysis of office metrics.
Proficient in Microsoft Office Suite (Outlook, Excel, Word). Experience creating and advanced use of spreadsheets and word documents.
Knowledge of InSITE; VBTime (Kronos); Oracle Cloud Finance & budgeting software, or equivalent.
Serve as hiring manager for Administration and Customer Service Bureau: develop questions, matrix, conduct interviews and coordinate with Human Resources during new hire selection process.
Coordinate and organize the divisions quarterly recognition events.
Monitor inventory of office supplies and approve the purchasing of new material with attention to budgetary constraints.
Requires a high level of self-sufficiency and organization; ability to analyze problems or situations and implement solutions; track and follow-through with actions; organize documentation, records, and files.
Official City Job Description:
https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Administrative-Specialist-II-01815.pdf
Working Conditions:
https://workingcondition-summary-prod.s3.amazonaws.com/B.004232.pdf
Minimum Requirements:
MINIMUMS: 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. 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: 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:
Preferences:
Minimum of 5 years’ experience supervising and managing three or more direct reports to include writing performance evaluations, approving leave, coaching/counseling and other supervisory duties as necessary.
Experience working with Human Resources related to employee relations and performance issues.
Experience interpreting and applying policies to a variety of work-related situations.
Knowledge and experience with FEMA/VDEM eligibility and reimbursement documentation requirements for weather related events.
Experience providing customer service to a variety of individuals, both internal and external to the organization.
Experience with annual budget preparation using GovMax or Oracle Budget software or equivalent software.
Knowledge and experience running financial reports and researching budget line items and expenditures.
Proficient in Microsoft Office Suite (Outlook, Excel, Word). Experience creating and advanced use of spreadsheets and word documents.
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 screen shot or print using your browser’s printing capability.
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.
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Title: Office Administrator
Company: Ebby Halliday Realtors
Location: Allen, TX
