Office Coordinator

City of Chesapeake Virginia; Chesapeake (VA); On-site; USD 41,000 - 42,000; Full time

Job summary

The City of Chesapeake, Virginia is seeking an Office Coordinator to provide administrative support to the Service’s Program Managers and CPS, Foster Care, Adoptions and Adult Services units. Proficiency in Word, Excel, Outlook and databases such as Oasis, Peer Place and Harmony is essential.

Responsibilities include supervising clerical staff, handling budgets, payroll-related tasks, grant tracking, data reporting, and FOIA support, along with general office duties and special projects as

Qualifications

• Associate’s degree or equivalent in word processing/secretarial skills or related field.
• Two years of full-time administrative support experience.
• Employees may be expected to work beyond scheduled hours for department needs or emergencies.

Responsibilities

• Supervise and train clerical staff; manage scheduling, assignments and benefits.
• Take dictation, minutes, create forms and reports.
• Answer phones, assist customers, direct inquiries, relay messages.
• Maintain personnel data and assist payroll/audits.
• Manage department budget and expenditures; assist with budget prep.
• Compile data and prepare routine and specialized reports; grant tracking.
• Maintain supply inventory; process requisitions and purchases; AP/AR.
• Coordinate sites, databases and operations; trouble-shoot department computers.
• Schedule meetings and manage mail; support daily operations.
• Data entry, filing, faxing and photocopying.
• Assist with special projects as directed by supervisor.

Skills

Organizational skills

Time management

Interpersonal skills

Communication skills

Education

Associate degree in word processing/secretarial skills or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Oasis

Peer Place

Harmony

Job description

Monday – Friday; 8 am – 5 pm.
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

Work Site Location Chesapeake, VA (100 Outlaw St)

Position Driving Requirement

Position Driving Requirement N - Never

Pay Grade

Pay Grade GE05

Pay Basis

Pay Basis Semi-Monthly

Advertised Salary

$41,544 / annually
Actual starting salary based on qualifications and experience

Job Description

Under general supervision, this Office Coordinator position performs a broad variety of administrative support duties for the Service’s Program Managers and the Child Protective Services, Foster Care, Adoptions, Adult Protective Services and Adult Services units. This cross-program position requires knowledge of program policy, procedures and specialized functions for the diverse units and their programmatic mandates and timelines. In addition this person must be able to effectively use the Microsoft Office suite of programs including, Word, Excel and Outlook in addition to program specific databases including Oasis, Peer Place and Harmony. The Office Coordinator provides monitoring and completion of documentation in reference to a number of financial responsibilities that relate specifically to services provided to and on behalf of clients. In addition, this person provides critical FOIA support.
ESSENTIAL TASKS :

• Supervises or leads subordinate clerical personnel, including training, scheduling, assigning and evaluating work; processes personnel actions and benefits.
• Performs specialized office procedures such as taking and transcribing dictation or meeting minutes/notes, creating forms and tables, or typing documents, correspondence, contracts, bids, charts, or technical and statistical reports.
• Interacts with other departments, clients/customers, and the public by telephone or in person; provides information, resolves complaints, directs individuals to appropriate personnel, or takes and relays messages.
• Maintains personnel information and prepares payroll; assists in completion of audits and technical assistance projects.
• Maintains departmental budget; assists with preparation of budget and administration of expenditures.
• Compiles data and prepares routine and specialized reports; maintains records and files for area of responsibility; performs grant tracking.
• Maintains supply inventory and processes requisitions and purchase orders; researches and processes accounts payable and/or accounts receivable; interacts with vendors and contractors.
• Coordinates/maintains sites, databases, programs, or operations of responsibility; prepares and distributes informational literature; maintains/troubleshoots department computers.
• Makes appointments and sets up/coordinates meetings; processes incoming and outgoing mail; assists with daily operations as directed.
• Performs routine office tasks such as data entry, filing, faxing, and photocopying.
• Assists with special projects as directed by supervisor.

Required Qualifications

VOCATIONAL / EDUCATIONAL REQUIREMENT : Requires any combination of education and experience equivalent to an associate’s degree in word processing, secretarial skills, or a closely related field.
EXPERIENCE REQUIREMENT : In addition to satisfying the vocational/education standards, this class requires a minimum of two years of full-time equivalent experience in administrative support.
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.

Preferred Qualifications

• Three years of experience in a public social services agency or related with extensive administrative clerical skills.
• Experience using Microsoft Office Suite of programs including – Word, Excel and Outlook and program specific databases including Oasis, Peer Place and Harmony
• Excellent organizational, time management, interpersonal skills and communication skills.

Job Open Date 10/20/2026

Job Close Date 10/27/2026

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

Sitting

Sitting Frequently- From 1/3 to 2/3 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 Continuously- 2/3 or more 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 Occasionally- Up to 1/3 of the time.

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 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 D = Daily

Extreme Temperatures

Extreme Temperatures D = Daily

Noise and Vibration

Noise and Vibration D = Daily

Fumes and Odors

Fumes and Odors D = Daily

Wetness/Humidity

Wetness/Humidity D = Daily

Darkness or Poor Lighting

Darkness or Poor Lighting D = Daily

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.

Tedious or Exacting Work

Tedious or Exacting Work Continuously- 2/3 or more of the time.

Noisy/Distracting Environment

Noisy/Distracting Environment Continuously- 2/3 or more 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)

NO

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 (*).

• * This position is for City employees, volunteers, temporary workers, and interns only. Are you currently a City of Chesapeake employee, volunteer, temporary worker, or intern?