Office Coordinator-Community Programs

PeopleAdmin, Inc.; Chesapeake (VA); On-site; USD 34,000 - 46,000; Full time

Benefits offered by this job

Benefits brochure

Job summary

City of Chesapeake invites applications for an Office Coordinator-Community Programs in the Human Services department. The role performs clerical tasks, payroll, budget support, data reporting, event coordination, grant processing, and vendor interactions within the Community Programs Division.

Requirements include an associate’s degree in word processing/secretarial skills or related field and at least two years of administrative support experience.

Qualifications

• Requires associate’s degree or equivalent in word processing/secretarial skills or related field.
• Minimum of two years of full-time equivalent experience in administrative support.
• May require a valid driver’s license and driving record per City Driving Standards.

Responsibilities

• Maintains personnel information and prepares payroll.
• Maintains departmental budget; assists with budget preparation and administration of expenditures.
• Compiles data and prepares routine and specialized reports.
• Assists in the coordination of special events in the community.
• Coordinates/maintains databases for the Division.
• Assists in the preparation, review and maintenance of Human Service grant requests.
• Interacts with vendors/contractors; processes requisitions and purchase orders.

Skills

Microsoft Office

Spreadsheets

Office management

Education

Associate’s degree in word processing or secretarial skills or related field

Tools

PeopleSoft

Kronos

Job description

Position Information

Working Title of Vacant Position

Working Title of Vacant Position Office Coordinator-Community Programs

Job Type

Job Type Full Time

Posting Type

Posting Type Public

Number of Vacancies

Number of Vacancies 1

Department

Department HUMAN SVCS

Division

Division HS COMMUNITY PROGRAMS

Requisition Number

Requisition Number 2025141

Number of hours worked per week

Number of hours worked per week 40

Work Schedule

Monday-Friday 8:00 a.m. – 5:00 p.m. 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

Position Driving Requirement

Position Driving Requirement O - Occasional

Pay Grade

Pay Grade GE05

Pay Basis

Pay Basis Semi-Monthly

Advertised Salary

$39,736/Yearly

Job Description

The position is responsible for performing organizational functions and complex clerical office tasks for the Community Programs division of Human Services.
General Tasks:

• Maintains personnel information and prepares payroll.
• Maintains departmental budget; assists with budget preparation and administration of expenditures.
• Compiles data and prepares routine and specialized reports.
• Assists in the coordination of special events in the community.
• Coordinates/maintains databases for the Division.
• Assists in the preparation, review and maintenance of Human Service grant requests.
• Maintains supply inventory
• Processes requisitions and purchase orders; researches and processes accounts payable and/or accounts receivable; interacts with vendors and contractors.
• Processes grants to include budget journals
• Interacts with other departments, clients/customers and the public by telephone and in person.
• Coordinates training for the Division
• Assists clients with needed resources.
• Assists the Community Programs Administrator with special projects including budget preparation.
• Information technology point of contact.

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 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 CERTIFICATIONS AND LICENSES : Depending on departmental operational requirements, may 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.

Preferred Qualifications

• Experience with all Microsoft products
• Ability to create and compile spreadsheets
• Experience in managing more than one office
• Experience with PeopleSoft and Kronos

Job Open Date

Job Open Date 03/12/2025

Job Close Date

Job Close Date 03/19/2025

Open Continuous No

ADA Checklist

Overall Physical Strength Demands

Overall Physical Strength Demands

Overall Physical Strength Demands L=Light - Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly OR requires walking or standing to a significant degree.

Physical Demands

C = Continuously- 2/3 or more of the time.F = Frequently- From 1/3 to 2/3 of the time.O = Occasional- Up to 1/3 of the time.R = Rarely- Less than 1 hour per week.N = Never- Never occurs.

Standing

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

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

Walking

Walking Occasional- Up to 1/3 of the time.

Lifting

Lifting Occasional- Up to 1/3 of the time.

Lifting Amount

Lifting Amount Exerting up to 20 lbs

Carrying

Carrying Occasional- Up to 1/3 of the time.

Carrying Weight

Carrying Weight Exerting up to 20 lbs

Pushing/Pulling

Pushing/Pulling Occasional- Up to 1/3 of the time.

Pushing/Pulling Weight

Pushing/Pulling Weight Exerting up to 20 lbs

Reaching

Reaching Rarely- Less than 1 hour per week.

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

Fine Dexterity

Fine Dexterity Rarely- Less than 1 hour per week.

Kneeling

Kneeling Rarely- Less than 1 hour per week.

Crouching

Crouching Rarely- Less than 1 hour per week.

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

Twisting

Twisting Rarely- Less than 1 hour per week.

Climbing

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 N = Never

Machines, Tools, Equipment and Work Aids Used

Protective Equipment Required

rarely needed

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 N = Never

Explosives

Explosives N = Never

Communicable Diseases

Communicable Diseases S = Seasonally

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 S = Seasonally

Extreme Temperatures

Extreme Temperatures S = Seasonally

Noise and Vibration

Noise and Vibration M = Several Times Per Month

Fumes and Odors

Fumes and Odors M = Several Times Per Month

Wetness/Humidity

Wetness/Humidity S = Seasonally

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 = Occasional- Up to 1/3 of the time.R = Rarely- Less than 1 hour per week.N = Never- Never occurs.

Time Pressures

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

Emergency Situations

Emergency Situations Occasional- Up to 1/3 of the time.

Frequent Change of Tasks

Frequent Change of Tasks Frequently- From 1/3 to 2/3 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 Occasional- Up to 1/3 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 Frequently- From 1/3 to 2/3 of the time.

Noisy/Distracting Environment

Noisy/Distracting Environment Occasional- 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)

yes, all

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 link in posting for details.
  • Yes
  • No