Office Assistant

City of Chesapeake Virginia

Chesapeake, Northern (VA, KY)

Hybrid

USD 32,000 - 39,000

Full time

22 hours ago

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Benefits offered by this job

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Job summary

City of Chesapeake Virginia is seeking an Office Assistant to support clerical and administrative tasks in a fast-paced, service-driven environment. You will be a key contact for clients and staff, handling calls, greetings, data entry, records maintenance, and standard office duties with discretion.

The role emphasizes strong communication, organization, and the ability to multi-task while maintaining confidentiality and delivering excellent customer service.

Qualifications

Proven experience in clerical or administrative support roles.
Strong communication skills, both verbal and written.
Excellent organizational abilities and attention to detail.
Ability to manage multiple tasks and prioritize workload.
Proficiency with Microsoft Office and basic office equipment.
Confidentiality and discretion when handling information.

Responsibilities

Answer main telephone line and direct calls; relay messages as needed.
Greet clients and visitors and provide routine information or direct to staff.
Perform data entry, filing, typing, copying, faxing and related tasks.
Schedule interviews, appointments, and inspections as required.
Maintain and update departmental records and databases.
Process mail and prepare service requests and documents for distribution.
Assist with ordering and inventory of office supplies.

Skills

Clerical experience

Communication skills

Organizational skills

Microsoft Office

Customer service

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

$35,219/ annually
Starting salary based on qualifications and experience

Job Description

Are you organized, friendly, and ready to put your clerical skills to work in a meaningful way? Join a dedicated, mission-driven team where your attention to detail and customer service skills directly support vital services for our community!

The City of Chesapeake’s Department of Human Services is seeking a dependable and detail-oriented Office Assistant to provide essential clerical and administrative support within a fast-paced, service-driven environment. This position is an integral part of the team, ensuring the smooth and efficient operation of day-to-day activities and serving as a key point of contact for clients and staff. The ideal candidate will demonstrate excellent communication skills, a strong commitment to customer service, and the ability to manage routine office responsibilities with professionalism and discretion.

ESSENTIAL TASKS

Answers the main telephone line and directs incoming calls to the appropriate personnel; takes and relays messages as necessary.
Greets and assists clients and visitors; provides routine information or directs them to the appropriate department or staff member.
Performs routine office tasks such as data entry, filing, typing letters, forms, and correspondence, photocopying, and faxing.
Schedules client interviews, appointments, or inspections as needed.
Sorts and files office materials; verifies the accuracy and completeness of records and documents.
Maintains and updates departmental records, logs, and databases in accordance with established procedures.
Processes incoming and outgoing mail; prepares service requests and documents for distribution.
Assists with ordering, receiving, and maintaining inventory of office supplies.
Supports special projects and performs other administrative duties as assigned by the supervisor.

WHAT YOU BRING

Proven experience in clerical or administrative support roles, preferably within a public service or office environment.
Strong communication skills, both verbal and written, with a friendly and professional demeanor.
Exceptional organizational abilities and attention to detail.
Ability to manage multiple tasks efficiently and prioritize workload effectively.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
Comfort working in a fast-paced, open office setting with frequent interaction with the public and team members.
Commitment to maintaining confidentiality and handling sensitive information with discretion.
Positive attitude, reliability, and a strong work ethic.

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 high school diploma or GED / HSE .

EXPERIENCE REQUIREMENT

In addition to satisfying the vocational/education standards, this class requires a minimum of six months of full-time equivalent experience in administrative support.

SPECIAL CERTIFICATIONS AND LICENSES

Require valid driver’s license and driving record 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

PREFERRED QUALIFICATIONS

Preferred a minimum of one year of call center or office administration experience.
Thorough knowledge of current business practices and protocols involved in providing services and quality customer services to internal/external customers.
Proficiency with Microsoft Office program preferred
Demonstrated ability to communicate effectively verbally.
Significant attention to detail and strong organizational and follow-up skills, with the ability to prioritize and meet deadlines.

ADA Checklist

Overall Physical Strength Demands

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

Sitting

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

Walking

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

Lifting

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

Lifting Amount

Lifting Amount Exerting up to 10 lbs

Carrying

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

Carrying Weight

Carrying Weight Exerting up to 10 lbs

Pushing/Pulling

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

Pushing/Pulling Weight

Pushing/Pulling Weight Exerting up to 10 lbs

Reaching

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

Handling

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

Fine Dexterity

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

Kneeling

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

Crouching

Crouching Rarely- Less than 1 hour per week.

Crawling

Crawling Rarely- Less than 1 hour per week.

Bending

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

Twisting

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

Climbing

Climbing Rarely- Less than 1 hour per week.

Balancing

Balancing Rarely- Less than 1 hour per week.

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 Continuously- 2/3 or more of the time.

Machines, Tools, Equipment and Work Aids Used

Computer, copier, fax, telephone, scanner, adding machine, calculator, printer, car and any other related equipment.

Protective Equipment Required

N/A

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 S = Seasonally

Fire Hazards

Fire Hazards S = Seasonally

Explosives

Explosives S = Seasonally

Communicable Diseases

Communicable Diseases S = Seasonally

Physical Danger or Abuse

Physical Danger or Abuse S = Seasonally

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 Continuously- 2/3 or more of the time.

Emergency Situations

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

Frequent Change of Tasks

Frequent Change of Tasks Continuously- 2/3 or more of the time.

Irregular Work Schedule/Overtime

Irregular Work Schedule/Overtime Occasionally- Up to 1/3 of the time.

Performing Multiple Tasks Simultaneously

Performing Multiple Tasks Simultaneously Continuously- 2/3 or more of the time.

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.