Office Specialist

The Department of Public Utilities Engineering Division is seeking an experienced and motivated Office Specialist to join our team and play a vital role in keeping departmental operations running smoothly. This position is perfect for someone who enjoys mastering complex clerical processes, and contributing to a professional, service-oriented environment. As an Office Specialist , you will streamline workflows, and ensure the accuracy and efficiency of administrative procedures across the Engineering Division.

In this dynamic role as an Office Specialist you will perform specialized office functions such as:

• Perform specialized office procedures such as taking and transcribing dictation or meeting minutes, typing documents, correspondence, technical and statistical reports, data for publication, or coordinating contracts.

• Processes, enters, and maintains information in database for assigned area; processes opportunities and places special advertisements.

• Monitors expenditures for assigned area of responsibility; analyzes, prepares, and tracks invoices; processes payments, processes incoming checks.

• Maintains program enrollment; processes work orders; implements computer programs.

• Makes appointments and arranges meetings; answers routine correspondence for supervisor independently; processes mail and packages; opens, time stamps, sorts, and distributes mail to appropriate personnel or departments; assists with special mailings; prepares and distributes information packets; assists with daily operations as directed.

• Establishes and oversees maintenance of files/records for area of responsibility; maintains supply/equipment inventory.

• Interacts with other departments, clients/customers, and the public by telephone; provides information, directs individuals to appropriate personnel, or takes and relays messages, or receives, logs and processes complaints.

• Designs, typesets, and coordinates printing and distribution of informational material such as flyers, brochures, and newsletters.

• Assists with planning, coordination, and implementation of special events/programs; schedules meetings rooms and appointments and prepares work schedules and agendas.

• Compiles data and prepares specialized reports; assists with presentation of data as directed.

• Performs data entry, filing, faxing, telephoning, photocopying, and/or processing of assigned information.

• Develops and maintains access databases for coworkers; provides assistance with computer software.

• Performs other related duties as assigned.

The City of Chesapeake offers an exceptional range of benefits. Please browse our Benefits Brochure, for a full list of benefits and employee perks.

Required Qualifications

Vocational/Educational Requirement: Requires a high school diploma or GED / HSE and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.

Experience: In addition to satisfying the vocational/education standards, this class requires a minimum of one year of full-time equivalent experience in administrative support.

Special Certifications and Licenses: Requires a valid driver's license and driving record in compliance with City Driving Standards .

Special Requirements: 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. Emergency operations support work and work locations may be outside of normal job duties.

Preferred Qualifications