Administrative and Special Projects Coordinator

Chesterfield County, Virginia; Chesterfield Court House (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

Chesterfield County’s Sports, Visitation & Entertainment Department in Chesterfield, Virginia seeks an Administrative Assistant who is organized, dependable, and detail-oriented. The role centers on financial processing, payroll support, and daily administrative tasks to keep operations running smoothly.

The position offers opportunities to assist with events, community programs, and departmental initiatives while delivering excellent customer service.

Qualifications

• Bachelor's degree in business or public administration, accounting, finance or a related field.
• Two years of professional-level administrative/analytical/operational support experience.
• Experience with financial processing, purchasing, payroll administration, customer service, event coordination, or local government operations preferred.

Responsibilities

• Manage departmental financial processing, including invoices, receipts, rental charges, reimbursements, revenue deposits, and related documentation.
• Coordinate departmental timekeeping functions, including employee time verification, review, and payroll certification.
• Process employee purchasing card statements, travel reimbursements, expense reports, and associated reconciliations.
• Assist with departmental purchasing, procurement, and financial tracking.
• Provide administrative and organizational support to departmental leadership and staff, including scheduling, correspondence, meeting coordination, recordkeeping, and document preparation.
• Serve as a departmental liaison for technology requests, facility work orders, and other internal administrative processes.
• Maintain accurate records, track deadlines, coordinate internal communications, and assist with departmental reporting.
• Support financial coordination and administrative processing associated with sports tourism events, facility rentals, and departmental programs.

Skills

Organizational skills

Communication

Excel

Office software

Education

Bachelor's degree in business or public administration, accounting, finance or a related field

Tools

Microsoft Office

Job description

Minimum Qualifications

Bachelor's degree in business or public administration, accounting, finance or a related field; two years of experience in providing professional-level administrative, analytical and/or operational support in the assigned area of responsibility; or an equivalent combination of training and experience. Experience with financial processing, purchasing, payroll administration, customer service, event coordination, or local government operations is preferred.

Strong organizational, communication, and computer skills are essential, including proficiency in Microsoft Office applications, particularly Excel. Must be detail-oriented, dependable, and able to manage multiple priorities, maintain accurate records, communicate professionally, and work both independently and collaboratively.

Experience with financial management systems, procurement procedures, and coordinating projects or events is a plus, but a willingness to learn, strong organizational skills, and a commitment to exceptional customer service are equally important.

Current valid driver’s license and good driving record required. Based on the Virginia DMV point system, records must not reflect a total of six or more demerit points within the twenty-four months preceding the anticipated hire date, or one major violation of six demerit points within the preceding thirty-six months. Out-of-state driving records must be obtained by applicant and presented at time of interview. Records must reflect at least three years of history and be dated within thirty days of interview date. Pre-employment drug testing, FBI criminal background check and education/degree verification required.

Who We Are and What You'll Do

The Sports, Visitation &E Department in Chesterfield, Virginia, is looking for an enthusiastic, organized, and dependable Administrative Assistant to join our growing team!

Through our Experience Chesterfield and Play Chesterfield brands, our department works to enhance quality of life for residents, grow the visitor economy, attract sporting events, promote our community, and create memorable experiences.

This position serves as a key administrative resource for our department, helping manage the financial, operational, and organizational functions that keep our team moving forward. While the primary focus is on day-to-day administrative responsibilities, there are also opportunities to support special events, community programs, and departmental initiatives as time allows.

Primary responsibilities include:

• Manage departmental financial processing, including invoices, receipts, rental charges, reimbursements, revenue deposits, and related documentation.
• Coordinate departmental timekeeping functions, including employee time verification, review, and payroll certification.
• Process employee purchasing card statements, travel reimbursements, expense reports, and associated reconciliations.
• Assist with departmental purchasing, procurement, and financial tracking.
• Provide administrative and organizational support to departmental leadership and staff, including scheduling, correspondence, meeting coordination, recordkeeping, and document preparation.
• Serve as a departmental liaison for technology requests, facility work orders, and other internal administrative processes.
• Maintain accurate records, track deadlines, coordinate internal communications, and assist with departmental reporting.
• Support financial coordination and administrative processing associated with sports tourism events, facility rentals, and departmental programs.

Additional opportunities, as time and workload allow, may include:

• Assist with the planning, coordination, and execution of departmental special events, programs, and initiatives.
• Support special projects across Experience Chesterfield and Play Chesterfield, including community partnerships and departmental programs.
• Support tourism-related initiatives, partner communications, and departmental information management.
• Assist with local athletics administration and coordination with community organizations.
• Assist with departmental reports, presentations, award submissions, and special projects.
• Identify opportunities to improve internal processes, streamline workflows, and enhance overall departmental efficiency.

Performs other work as required.

This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on qualifications, performance, and experience.

Real Talk

We're a small but busy team doing some pretty exciting things in Chesterfield, Virginia. From hosting major sporting events and promoting our community as a destination to supporting local athletics and creating memorable experiences, there's always something happening.

We're looking for someone who enjoys being the person who helps keep everything organized and moving forward. Someone who can juggle multiple assignments, pay attention to the little details, and take pride in making life easier for their colleagues.

The foundation of this position is administrative and financial support. That means invoices, purchasing, payroll, recordkeeping, and making sure the important details are handled accurately and on time. These responsibilities are essential to our department's success, and we're looking for someone who takes ownership of them.

But there's also another side to this opportunity.

As time allows, you'll have opportunities to support special events, community programs, and other projects that help showcase Chesterfield. We want someone who is excited about contributing beyond their everyday responsibilities while understanding that the administrative side of the position always comes first.

We don't expect you to know everything on day one, but we do want someone who's willing to learn, comfortable asking questions, and confident taking initiative. We're happy to teach the systems and processes, but organization, communication, attention to detail, and a positive attitude are must-haves.

Most importantly, we're looking for someone who takes pride in their work, enjoys helping others, and wants to be part of a team that's passionate about making Chesterfield a great place to live, work, play, and visit.

What About the Office?

Our Sports, Visitation & Entertainment Department is a collaborative, energetic team with a shared passion for Chesterfield, Virginia.

Through Experience Chesterfield and Play Chesterfield, our work spans tourism, sports, special events, marketing, local athletics, and destination development. We are a relatively small team with big goals, and we believe everyone plays an important role in our success.

We work hard, support one another, share ideas, and aren't afraid to jump in when someone needs a hand. We value accountability, initiative, good communication, and people who genuinely enjoy being part of a team.

Monday - Friday; 8:30 a.m. - 5:00 p.m.; occasional evening or weekend hours may be required to support departmental events and activities.

Sports, Visitation & Entertainment