Administrative Assistant

Department: HUMAN RESOURCESCompensation Grade: G17Compensation Range \& Starting Salary: Pay Range: $38,792\.00 \- $60,465\.60 Starting salary may be negotiable based on qualifications.Job Exempt (If No, Position is eligible for overtime): NoScheduled Weekly Hours: 40About Us: Recognized as one of America’s Best\-In\-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference. Job Duties and Preferred Qualifications: The City of Virginia Beach is seeking an HR Learning \& Development Administrative Assistant to provide citywide customer service and support both the administrative and operational needs of the division. The position greets and manages customer inquiries by phone, in\-person, online, and email. The Administrative Assistant is a Super User in the citywide Learning Management System (LMS) and provides support to all members in the use of citywide training. This position also oversees the training rooms and schedules and provides administrative support to the HR Administrator and Learning and Development team in all division training classes, programs, and events. The position enters classes, enrollments and completions into the LMS, and runs related reports while also coordinating efforts with the department's Business Applications Specialist. The Administrative Assistant serves as the point of contact for citywide training instructors/facilitators and assists with maintaining the equipment used within each of the training rooms. Additionally, this position assists with maintaining hardcopy and digital files, business processes and continuous improvement efforts, division reporting, supply and inventory control, and procurement and financial transactions. The incumbent also coordinates with facilities and other departments and assists in advancing the division's marketing and outreach strategy. Specific Duties are as follows: Serve as first\-tier customer support for the Learning Management System (LMS) Troubleshoot system errors, escalate issues to departmental and city IT representatives as needed. Coordinate enrollment communication within Taleo Learn to ensure virtual and in\-person Instructor\-Led Trainings are sent out and responded to in a timely manner. Enter classes into Taleo Learn and support annual citywide class scheduling and training catalog. Maintain enrollments for trainings – confirm, extend, or drop enrollments. Close training and verify records are accurate. Run reports on training enrollment trends in Taleo Learn. Train Department Training Reps (DTRs) on Taleo Learn and the functions/tools within their roles and responsibilities – departmental, Learning and Development, and citywide. Establish and maintain filing systems for personnel training records, tuition reimbursement, and other confidential files maintained by the department. Prepare correspondence, meeting minutes, surveys, reports, etc. to support the Human Resources Administrator and the division. Monitor and maintain the general training email box and the communications in/out. Manage citywide room reservation schedule for buildings 19 and 21 (training, meetings, and events). Coordinate and implement room set\-up and prepare for training, meetings, and events in the division rooms. Maintain training rooms, facilities, and equipment in both buildings 19 and 21\. Assist in the coordination of training sessions through contact with Talent Development Partners, Departments, and other stakeholders concerning room set up rooms and equipment, development and compilation of resource materials, and record maintenance. Assists with marketing and outreach efforts for citywide training classes, programs, and events, including developing materials and maintaining website, SharePoint, social media, etc. Process and maintain records of all financial transactions. Research and provide quotes for purchases and prepare purchase requisitions and purchase orders. Serve as the moderator and co\-facilitator for training sessions as needed. Perform all other duties as assigned. The City offers a generous benefits package such as health, dental and life insurance, retirement and savings plans. Other key benefits include: 13 holidays Paid annual and sick time monthly accruals Paid maternity/paternity and parental leave Tuition Reimbursement Employee Assistance Program Professional Development Additional requirements: DMV Transcript: No CDL: No Drug \& Alcohol Clearinghouse: No CPS Check: No Physical: No Respirator: No Psychological Screening: No Polygraph: No * At Will: No Minimum Requirements: Minimum Qualifications: High school or GED plus two (2\) years’ experience in fields providing the required knowledge, skills, and abilities and associated with such positions as employment counselor, personnel aide, or administrative aide. 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.Skills: Customer Service, Learning Management Systems (LMS), Office Administration, Room SchedulingWorking Conditions: Per HR Policy 6\.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City’s business. The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position. https://workingcondition\-summary\-prod.s3\.amazonaws.com/P4196\.pdfOfficial Job Descriptions: To browse official job descriptions, please access this link \- https://virginiabeach.gov/careers/job\-descriptions\-pay\-plans?search\=\&group\=E 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. Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.