Executive Administrative Coordinator - IT Dept & Payroll

Cosmotek College; Chesapeake, Northern (VA, KY); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

City benefits

Job summary

The City of Chesapeake Information Technology Department seeks an Administrative Coordinator to support departmental operations and executive leadership. Responsibilities include coordinating building-related needs, meeting planning, visitor greetings, payroll and hiring processes, and high-level administrative tasks.

The role supports a staff of about 95 technical employees, ensuring confidentiality and adherence to city policies. Strong communication with diverse stakeholders is essential.

Qualifications

• Bachelor’s degree in business/public administration, budget/finance administration, management/program analysis, or a closely related field.
• Minimum of two years of related, full-time equivalent experience.
• Requires a valid driver’s license and a driving record that meets City standards.
• Willingness to work hours beyond scheduled hours in response to emergencies.

Responsibilities

• Prioritizing and completing administrative tasks supporting supervisors and staff.
• Preparing correspondence, memos, reports, schedules, and documents.
• Scheduling appointments, managing calendars, and coordinating meetings.
• Arranging travel accommodations and logistics.
• Maintaining effective communication with City-wide contacts to arrange meetings and coordinate activities.
• Collaborate effectively with staff across departments and build professional relationships citywide.
• Anticipate needs, identify solutions, and proactively support staff and leadership.
• Supporting a department that serves every City employee, multiple vendor partners, and members of the public, requiring strong communication skills across diverse groups.
• Facilitating new hire onboarding.
• Processing semi-monthly and weekly payroll.
• Serving as the liaison to Human Resources for Family Medical Leave, absence management, and employee relations matters.
• Coordinating resources, managing deadlines, providing reminders, and ensuring supervisors have the appropriate forms and policy information.
• Supporting the department in meeting all personnel-related deadlines and requirements efficiently and accurately.
• Offering information about departmental programs and services.
• Making appropriate referrals and assisting callers/visitors in locating needed resources.
• Coordinating special events, workshops, seminars, and departmental services.
• Representing the department and/or the City on committees, teams, and task forces as assigned

Skills

Organization

Initiative

Written communication

Verbal communication

Customer service

Education

Bachelor’s degree in business/public administration

Job description

The City of Chesapeake Information Technology Department seeks an Administrative Coordinator to support departmental operations and executive leadership. Responsibilities include coordinating building-related needs, meeting planning, visitor greetings, payroll and hiring processes, and high-level administrative tasks.

The role supports a staff of about 95 technical employees, ensuring confidentiality and adherence to city policies. Strong communication with diverse stakeholders is essential.