OPERATIONS SUPERINTENDENT- CONSTRUCTION SPECIALIST

JOB DESCRIPTION

ADMINISTRATIVE SPECIALIST
FINANCE/RISK MANAGEMENT

Newport News, Virginia Human Resources
Department

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position is responsible for performing specialized administrative work
and coordinating functions for the Finance Department, including the Office of Risk Management and
Newport News Employee Retirement Fund. Reports to the Finance Manager.

ESSENTIAL JOB FUNCTIONS

Performs administrative support work for the Finance Manager and Risk Manager that requires
interpretation and judgment, to include data entry, filing, word processing, and creating
correspondence, spreadsheets, reports, and presentations. Coordinates the administrative operations
and workflow for the division. Schedules meetings and maintains calendar for conference rooms; sets
up conference rooms as needed.

Serves as department receptionist; greets and assists office visitors and answers telephone inquiries
regarding accounting, payroll, retirement benefits, vendor payment, set-off debt, and other inquiries.

Assists with coordination of the City’s retirement benefit programs. Receives, reviews, and processes
benefits applications and other forms. Verifies and updates employee and retiree records; maintains
employee and retiree paper and electronic files. Drafts correspondence related to member benefits;
ensures proper and accurate backup information accompanies related files and records. Performs
routine retirement benefit calculations.

Coordinates, processes, and records financial and budget information and transactions for the Office
of Risk Management. Prepares journal entries, deposits subrogation funds, and maintains monthly
vehicle listing from General Services and NNPS for insurance policies. Maintains office and equipment
inventories, orders supplies, receives packing slips and ensures payment of bills; negotiates solutions
with vendors as appropriate.

Submits purchase requisitions for department and tracks expenditures. Receives, reviews, and
processes invoices from vendors; ensures accuracy and verifies authorization. Coordinates service
contracts, maintenance contracts, scheduling of preventative maintenance and other operational
functions. Responsible for monthly reconciliation of department purchase cards.

Performs other duties as assigned.

PC# 52727
Page 1 of 3 Revised: 06/01/2026

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values. Employees are also
expected to lead by example and demonstrate the highest level of ethics.

REQUIRED KNOWLEDGE

• Office Administration – Knowledge of office systems, practices, procedures and administration.

Knowledge of general office equipment and personal computers to include word processing,
spreadsheet, and related software.

• Human Resources – Knowledge of human resources and modern business principles, theories and

practices to include FLSA, FMLA and related laws and regulations.

• Customer Service – Considerable knowledge of principles and processes for providing customer

service. This includes setting and meeting quality standards for services, and evaluation of
customer satisfaction.

REQUIRED SKILLS

• Computer Skills – Utilizes a personal computer with word processing, spreadsheet, and related

software to effectively complete a variety of administrative tasks with reasonable speed and
accuracy.

• Interpersonal Relationships – Develops and maintains cooperative and professional relationships

with employees and all levels of management to include representatives from other departments
and organizations. Effectively handles inquiries and complaints from, or disputes with, customers.

• Time Management – Plans and organizes daily work routine. Estimates expected time of

completion of elements of work and establishes a personal schedule accordingly. Implements work
activities in accordance with priorities and estimated schedules.

REQUIRED ABILITIES

• Judgement/Decision Making – Ability to use logic and reasoning to understand, analyze, and

evaluate situations and exercise good judgment to make appropriate decisions.

• Communication – Excellent ability to listen and understand directions, information and ideas

presented verbally and in writing. Ability to handle a variety of customer service issues with tact,
confidentiality, and diplomacy, and in a confidential manner.

• Accounting/Budgeting - Ability to perform arithmetic, algebraic, and statistical applications.

Ability to employ economic and accounting principles and practices in the analysis and reporting
of data.

EDUCATION AND EXPERIENCE

Requires four years of progressively responsible administrative support experience or an equivalent
combination of education and experience necessary to develop the required knowledge, skills and
abilities for this position.

PC# 52727
Page 2 of 3 Revised: 06/01/2026

ADDITIONAL REQUIREMENTS

Acceptable general background check to include a local and state criminal history check.

PHYSICAL REQUIREMENTS

• Requires the ability to exert light physical effort in sedentary to light work.

• Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10

pounds).

• Tasks may involve extended periods of time at a keyboard or workstation.

SENSORY REQUIREMENTS

• Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.

• Some tasks require the ability to communicate orally.

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions.

PC# 52727
Page 3 of 3 Revised: 06/01/2026