Office Administrative Coordinator

City of Chesapeake Virginia; Chesapeake (VA); On-site; USD 48,000 - 60,000; Full time

Job summary

City of Chesapeake Information Technology Department is seeking an Administrative Coordinator to support departmental operations and executive leadership. This role coordinates building-related needs, schedules meetings, greets visitors, and assists with payroll and hiring processes.

The incumbent must maintain confidentiality and provide high-level support to a staff of about 95 employees in a highly technical environment, while fostering citywide collaboration.

Qualifications

• Bachelor’s degree in business/public administration, management, or closely related field.
• Minimum of two years of related full-time experience.

Responsibilities

• Coordinate building-related needs and meetings for the department.
• Prepare correspondence, reports, and schedules; support payroll and hiring processes.
• Serve as liaison across departments and ensure timely communication with City stakeholders.

Skills

Administrative support

Organizational skills

Communication skills

Customer service

Education

Bachelor's degree in business/public administration

Tools

HR systems

Job description

Monday – Friday 8:00am – 5:00pm; 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

Chesapeake, VA

Position Driving Requirement

O - Occasional

Pay Grade

GE08

Pay Basis

Semi-Monthly

Advertised Salary

$48,000 – $60,000; Based on experience and qualifications.

Job Description

The Information Technology Department is seeking a highly organized and proactive Administrative Coordinator to support departmental operations and executive leadership. This position is responsible for coordinating building-related needs, planning and preparing for meetings, greeting and assisting visitors, supporting the Director with correspondence and scheduling, and managing departmental payroll and hiring processes.

EXECUTIVE SUPPORT

The Administrative Coordinator works independently under the general direction of the Department Head, providing comprehensive administrative support to a staff of approximately 95 employees working in highly technical disciplines. The incumbent must consistently maintain confidentiality and handle sensitive information in accordance with City policies and procedures.

Key responsibilities include:

• Prioritizing and completing administrative tasks supporting supervisors and staff
• Conducting research on various topics, best practices, and City processes as assigned
• 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

PAYROLL

The Administrative Coordinator is responsible for coordinating departmental payroll and personnel processes, including:

• 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

CUSTOMER SERVICE

The selected candidate will provide excellent customer service to callers and visitors by communicating clearly, accurately, and respectfully. Responsibilities include:

• 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

Benefits

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/public administration, budget/finance administration, management/program analysis, or a closely related field.

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

Special Certifications and Licenses: Requires a valid driver’s license and a driving record that is in compliance with the City’s 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 administrative support experience for a dynamic and highly technical team;
• Demonstrated skills in organization and initiative;
• Ability to comply with policies and procedures with little supervision;
• Proficient in written communication for composing executive level documents;
• Strong verbal communication skills for interacting with stakeholders and representing the department in various committees and work groups.

Job Open Date

08/25/2026

Job Close Date

09/01/2026

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 Rarely- Less than 1 hour per week.

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

Walking

Walking Rarely- Less than 1 hour per week.

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 N = Never

Pushing/Pulling Weight

Pushing/Pulling Weight N/A

Reaching

Reaching N = Never

Handling

Handling N = Never

Fine Dexterity

Fine Dexterity Continuously- 2/3 or more of the time.

Kneeling

Kneeling N = Never

Crouching

Twisting

Twisting N = Never

Climbing

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 N = Never

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

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 N = Never

Extreme Temperatures

Extreme Temperatures N = Never

Noise and Vibration

Noise and Vibration N = Never

Fumes and Odors

Fumes and Odors N = Never

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 Occasionally- Up to 1/3 of the time.

Emergency Situations

Emergency Situations Rarely- Less than 1 hour per week.

Frequent Change of Tasks

Frequent Change of Tasks Occasionally- Up to 1/3 of the time.

Irregular Work Schedule/Overtime

Irregular Work Schedule/Overtime Rarely- Less than 1 hour per week.

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 Continuously- 2/3 or more of the time.

Tedious or Exacting Work

Tedious or Exacting Work Frequently- From 1/3 to 2/3 of the time.

Noisy/Distracting Environment

Noisy/Distracting Environment Occasionally- Up to 1/3 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)

The supervisor is the backup for payroll related task. Building issues are handled via a group email. The service desk assists with visitors and phone calls.

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 (*).

• * Do you possess a valid driver's license and a driving record that is in compliance with the City's Driving Standards? Please review position requirements for details.
  • Yes
  • No