Office Coordinator

Monday – Friday; 8 am – 5 pm. 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. Work Site Location Work Site Location Chesapeake, VA (100 Outlaw St) Position Driving Requirement Position Driving Requirement N - Never Pay Grade Pay Grade GE05 Pay Basis Pay Basis Semi-Monthly Advertised Salary $41,544 / annually Actual starting salary based on qualifications and experience Job Description Under general supervision, this Office Coordinator position performs a broad variety of administrative support duties for the Service’s Program Managers and the Child Protective Services, Foster Care, Adoptions, Adult Protective Services and Adult Services units. This cross-program position requires knowledge of program policy, procedures and specialized functions for the diverse units and their programmatic mandates and timelines. In addition this person must be able to effectively use the Microsoft Office suite of programs including, Word, Excel and Outlook in addition to program specific databases including Oasis, Peer Place and Harmony. The Office Coordinator provides monitoring and completion of documentation in reference to a number of financial responsibilities that relate specifically to services provided to and on behalf of clients. In addition, this person provides critical FOIA support.

ESSENTIAL TASKS :

Supervises or leads subordinate clerical personnel, including training, scheduling, assigning and evaluating work; processes personnel actions and benefits. Performs specialized office procedures such as taking and transcribing dictation or meeting minutes/notes, creating forms and tables, or typing documents, correspondence, contracts, bids, charts, or technical and statistical reports. Interacts with other departments, clients/customers, and the public by telephone or in person; provides information, resolves complaints, directs individuals to appropriate personnel, or takes and relays messages. Maintains personnel information and prepares payroll; assists in completion of audits and technical assistance projects. Maintains departmental budget; assists with preparation of budget and administration of expenditures. Compiles data and prepares routine and specialized reports; maintains records and files for area of responsibility; performs grant tracking. Maintains supply inventory and processes requisitions and purchase orders; researches and processes accounts payable and/or accounts receivable; interacts with vendors and contractors. Coordinates/maintains sites, databases, programs, or operations of responsibility; prepares and distributes informational literature; maintains/troubleshoots department computers. Makes appointments and sets up/coordinates meetings; processes incoming and outgoing mail; assists with daily operations as directed. Performs routine office tasks such as data entry, filing, faxing, and photocopying. Assists with special projects as directed by supervisor. Required Qualifications VOCATIONAL / EDUCATIONAL REQUIREMENT : Requires any combination of education and experience equivalent to an associate’s degree in word processing, secretarial skills, or a closely related field. EXPERIENCE REQUIREMENT : In addition to satisfying the vocational/education standards, this class requires a minimum of two years of full-time equivalent experience in administrative support. 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. Preferred Qualifications Three years of experience in a public social services agency or related with extensive administrative clerical skills. Experience using Microsoft Office Suite of programs including – Word, Excel and Outlook and program specific databases including Oasis, Peer Place and Harmony Excellent organizational, time management, interpersonal skills and communication skills. Job Open Date 10/20/2026 Job Close Date 10/27/2026 Open Continuous No Special Instructions to Applicants ADA Checklist Overall Physical Strength Demands Overall Physical Strength Demands Overall Physical Strength Demands S=Sedentary - Exerting up to 10 lbs. occasionally or small weights frequently; sitting most of the time. Physical Demands C = Continuously- 2/3 or more of the time.F = Frequently- From 1/3 to 2/3 of the time.O = Occasionally- Up to 1/3 of the time.R = Rarely- Less than 1 hour per week.N = Never- Never occurs. Standing Standing Frequently- From 1/3 to 2/3 of the time. Sitting Sitting Frequently- From 1/3 to 2/3 of the time. Walking Walking Frequently- From 1/3 to 2/3 of the time. Lifting Lifting Frequently- From 1/3 to 2/3 of the time. Lifting Amount Lifting Amount Exerting up to 10 lbs Carrying Carrying Frequently- From 1/3 to 2/3 of the time. Carrying Weight Carrying Weight Exerting up to 10 lbs Pushing/Pulling Pushing/Pulling Frequently- From 1/3 to 2/3 of the time. Pushing/Pulling Weight Pushing/Pulling Weight Exerting up to 10 lbs Reaching Reaching Occasionally- Up to 1/3 of the time. Handling Handling Occasionally- Up to 1/3 of the time. Fine Dexterity Fine Dexterity Continuously- 2/3 or more of the time. Kneeling Kneeling Occasionally- Up to 1/3 of the time. Crouching Crouching Rarely- Less than 1 hour per week. Crawling Crawling Rarely- Less than 1 hour per week. Bending Bending Occasionally- Up to 1/3 of the time. Twisting Twisting Frequently- From 1/3 to 2/3 of the time. Climbing Climbing Occasionally- Up to 1/3 of the time. Balancing Balancing Rarely- Less than 1 hour per week. Vision Vision Continuously- 2/3 or more of the time. Hearing Hearing Continuously- 2/3 or more of the time. Talking Talking Continuously- 2/3 or more of the time. Foot Controls Foot Controls Continuously- 2/3 or more of the time. Machines, Tools, Equipment and Work Aids Used Computer, copier, fax, telephone, scanner, adding machine, calculator, printer, car and related equipment. Protective Equipment Required N/A Health and Safety D = DailyW = Several Times Per WeekM = Several Times Per MonthS = SeasonallyN = Never Mechanical Hazards Mechanical Hazards N = Never Chemical Hazards Chemical Hazards N = Never Electrical Hazards Electrical Hazards S = Seasonally Fire Hazards Fire Hazards S = Seasonally Explosives Explosives S = Seasonally Communicable Diseases Communicable Diseases S = Seasonally Physical Danger or Abuse Physical Danger or Abuse S = Seasonally Other If Other, Description D = DailyW = Several Times Per WeekM = Several Times Per MonthS = SeasonallyN = Never Dirt and Dust Dirt and Dust D = Daily Extreme Temperatures Extreme Temperatures D = Daily Noise and Vibration Noise and Vibration D = Daily Fumes and Odors Fumes and Odors D = Daily Wetness/Humidity Wetness/Humidity D = Daily Darkness or Poor Lighting Darkness or Poor Lighting D = Daily Primary Work Location Non-Physical Demands C = Continuously- 2/3 or more of the time.F = Frequently- From 1/3 to 2/3 of the time.O = Occasionally- Up to 1/3 of the time.R = Rarely- Less than 1 hour per week.N = Never- Never occurs. Time Pressures Time Pressures Continuously- 2/3 or more of the time. Emergency Situations Emergency Situations Frequently- From 1/3 to 2/3 of the time. Frequent Change of Tasks Frequent Change of Tasks Continuously- 2/3 or more of the time. Irregular Work Schedule/Overtime Irregular Work Schedule/Overtime Occasionally- Up to 1/3 of the time. Performing Multiple Tasks Simultaneously Performing Multiple Tasks Simultaneously Continuously- 2/3 or more of the time. Working Closely with Others as Part of a Team Working Closely with Others as Part of a Team Continuously- 2/3 or more of the time. Tedious or Exacting Work Tedious or Exacting Work Continuously- 2/3 or more of the time. Noisy/Distracting Environment Noisy/Distracting Environment Continuously- 2/3 or more of the time. Other If Other, Description Can anyone assist the employee in performing the primary tasks assigned to this position? If yes, identify the eligible task(s) NO Professional References Professional References Please provide contact information for professional references. Minimum Requests 0 Maximum Requests 4 Supplemental Questions Required fields are indicated with an asterisk (*). * This position is for City employees, volunteers, temporary workers, and interns only. Are you currently a City of Chesapeake employee, volunteer, temporary worker, or intern? #J-18808-Ljbffr City of Chesapeake Virginia