Executive Administrative Coordinator

The City Manager's Office is seeking an experienced administrative professional to assist with complex technical and administrative tasks in support of the City's strategic planning, process improvement, and organizational transparency initiatives. This includes assisting with Freedom of Information Act ( FOIA ) requests to ensure compliance with applicable state and federal regulations. The position also provides operational support for process improvement initiatives and Strategic Plan tracking by coordinating logistics, managing project tracking systems, and preparing dashboards and reports.

The successful candidate should be adept in technology, able to anticipate needs, and flexible and adaptable. The City seeks a proactive individual with a strong work ethic. The ideal candidate must possess superb organizational skills, the ability to multi-task in a fast-paced environment, and excellent communication skills.

Competitive candidates should have the following attributes:

• Ability to develop and maintain productive professional relationships with staff, City officials, and others.
• Ability to provide excellent customer service adhering to the City's CARES standards.
• Ability to hold and maintain the integrity of confidential or potentially compromising information handled in the City Manager's Office and exercise a reasonable degree of care to prevent disclosure to others.
• Ability to work independently, accurately perform, and pay attention to details, including managing competing priorities.
  Typical tasks include:
• Receives, logs, and tracks Freedom of Information Act ( FOIA ) and public records requests within required deadlines.
• Communicates with FOIA requesters and City departments to clarify requests, and to coordinate gathering, reviewing, and redacting responsive records.
• Serves as the primary back-up to the Records/ FOIA Analyst.
• Manages FOIA payments to include entering payments into the FOIA management system and following up on outstanding FOIA invoices.
• Maintains project trackers, timelines, and task lists to ensure progress of process improvement projects and Strategic Plan initiatives.
• Coordinates logistics for process improvement training program.
• Assists with gathering data regarding Strategic Plan updates.
• Develops status reports and visual summaries of project data and performance metrics.
• Provides administrative support to an assigned Assistant to the City Manager.
• Provides administrative support to all members of the executive leadership team as needed.

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 any combination of education and experience equivalent to a bachelor's degree, in business administration, public administration, or a closely related field.

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

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

Special Requirement:
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
• Experience working with the Virginia Freedom of Information Act preferred.
• Experience working with process improvement programs, projects, or initiatives preferred.