Office Assistant (Fleet) - Part-Time

City of Chesapeake Virginia; Fleet; On-site; GBP 40,000 - 60,000; Part time

Job summary

The City of Chesapeake Virginia is seeking a Part-Time Office Assistant to support administrative functions within the Chesapeake Central Fleet. This role involves a variety of office tasks to ensure smooth operations, including data entry, customer service, and maintaining office supplies. The successful candidate will interact with staff and the public, providing essential support in a friendly and efficient manner.

Qualifications

• Requires high school diploma or GED.
• Minimum of one year experience in administrative support.
• Comfortable using Microsoft Office tools.

Responsibilities

• Perform general office tasks including data entry and filing.
• Interact with visitors and assist with inquiries.
• Process incoming and outgoing mail/packages.

Skills

Customer Service

Data Entry

Communication

Organization

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Monday – Friday
*This is a part-time position offering flexible hours to accommodate personal schedules.

Work Site Location

Work Site Location Chesapeake, VA

Position Driving Requirement

Position Driving Requirement O - Occasional

Pay Grade

Pay Grade GE01

Pay Basis

Pay Basis Semi-Monthly

Advertised Salary

Job Description

The Chesapeake Central Fleet is seeking a Part-Time Office Assistant to support administrative functions within the department. This role involves performing a variety of office tasks to ensure smooth operations. The successful candidate will interact with staff, visitors, and the public, providing support in various areas such as data entry, filing, customer service, and general office management.

Key Responsibilities:

· Perform general office tasks including composing and typing correspondence, data entry, filing, telephoning, faxing, photocopying, and maintaining office supply inventory.

· Interact with other departments, visitors, and the public both by telephone and in person; greet and assist visitors or customers and direct them to the appropriate personnel.

· Assist with the completion of standardized records or documents, providing administrative support to coworkers and other departments as needed.

· Process incoming and outgoing mail/packages, including opening, timestamping, sorting, and distributing to the appropriate personnel or departments.

· Maintain the GarageHelp email inbox, respond to inquiries, and direct emails to appropriate personnel; process Fleet User Access Forms by entering them into AssetWorks.

· Collect and compile data from various sources for special and periodic reports; perform routine calculations and maintain/update departmental records and logs.

· Review and verify records, reports, forms, and other data for accuracy, completeness, and compliance with rules and regulations.

· Inventory, receive, and stock office supplies; maintain and operate routine office equipment as needed.

· Maintain and organize files, records, and key room; distribute information packets as required.

· Organize and manage fleet keys, ensuring they are properly stored and accessible.

· Respond to incoming calls and direct them to the appropriate personnel; handle vehicle breakdown calls when necessary.

· Act as a courier between the main garage at Greenbrier Parkway and the Satellite Maintenance Facility as needed.

· Perform other related duties as assigned by supervisor.

Required Qualifications

Vocational/Educational Requirement: Requires high school diploma or GED / HSE .

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: Depending on position, may require a valid driver’s license 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

Previous experience in an office, clerical, or administrative support role.

Able to use Microsoft Word, Excel, and Outlook to manage emails, create documents, and organize information.

Experience using standard office equipment such as multi-line phones, copiers, and scanners.

Comfortable communicating clearly and professionally in person, over the phone, and by email.

Familiar with basic data entry and record-keeping practices.

Handles private or sensitive information responsibly.

Friendly, reliable, and works well with others.

Job Open Date

Job Open Date 05/19/2025

Job Close Date

Job Close Date 05/26/2025

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 Rarely- Less than 1 hour per week.

Sitting Continuously- 2/3 or more of the time.

Walking

Walking Occasionally- Up to 1/3 of the time.

Lifting

Lifting Rarely- Less than 1 hour per week.

Lifting Amount

Lifting Amount Exerting up to 10 lbs

Carrying

Carrying Rarely- Less than 1 hour per week.

Carrying Weight

Carrying Weight Exerting up to 10 lbs

Pushing/Pulling

Pushing/Pulling Rarely- Less than 1 hour per week.

Pushing/Pulling Weight

Pushing/Pulling Weight Exerting up to 10 lbs

Reaching

Reaching Rarely- Less than 1 hour per week.

Handling Rarely- Less than 1 hour per week.

Fine Dexterity

Fine Dexterity Rarely- Less than 1 hour per week.

Kneeling

Kneeling Rarely- Less than 1 hour per week.

Crouching

Crouching Rarely- Less than 1 hour per week.

Bending Rarely- Less than 1 hour per week.

Twisting

Twisting Rarely- Less than 1 hour per week.

Climbing

Vision

Vision Continuously- 2/3 or more of the time.

Hearing

Hearing Continuously- 2/3 or more of the time.

Talking

Talking Frequently- From 1/3 to 2/3 of the time.

Foot Controls

Foot Controls Rarely- Less than 1 hour per week.

Machines, Tools, Equipment and Work Aids Used

Protective Equipment Required

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 N = Never

Fire Hazards N = Never

Explosives

Explosives N = Never

Communicable Diseases

Communicable Diseases N = Never

Physical Danger or Abuse

Physical Danger or Abuse N = Never

Other

If Other, Description

D = DailyW = Several Times Per WeekM = Several Times Per MonthS = SeasonallyN = Never

Dirt and Dust

Dirt and Dust M = Several Times Per Month

Extreme Temperatures

Extreme Temperatures N = Never

Noise and Vibration

Noise and Vibration N = Never

Fumes and Odors

Fumes and Odors M = Several Times Per Month

Wetness/Humidity

Wetness/Humidity N = Never

Darkness or Poor Lighting

Darkness or Poor Lighting N = Never

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 Rarely- Less than 1 hour per week.

Emergency Situations

Emergency Situations Rarely- Less than 1 hour per week.

Frequent Change of Tasks

Frequent Change of Tasks Rarely- Less than 1 hour per week.

Irregular Work Schedule/Overtime

Irregular Work Schedule/Overtime N = Never

Performing Multiple Tasks Simultaneously

Performing Multiple Tasks Simultaneously Rarely- Less than 1 hour per week.

Working Closely with Others as Part of a Team

Working Closely with Others as Part of a Team Occasionally- Up to 1/3 of the time.

Tedious or Exacting Work

Tedious or Exacting Work N = Never

Noisy/Distracting Environment N = Never

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)

Yes, supervisor and office coordinator.

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 (*).

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