What are the responsibilities and job description for the Office Administrative Coordinator position at City of Chesapeake?
Position Information
Working Title of Vacant Position
Office Administrative Coordinator
Job Type
Full Time
Posting Type
Public
Number of Vacancies
1
Department
INFORMATION TECHNOLOGY
Division
IT ADMINISTRATION
Requisition Number
2026295
Number of hours worked per week
40
Work Schedule
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
The City of Chesapeake offers an exceptional range of benefits.
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.
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.
Posting Detail Information
Job Open Date
06/22/2026
Job Close Date
06/30/2026
Open Continuous
No
Special Instructions to Applicants
ADA Checklist
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
Rarely- Less than 1 hour per week.
Sitting
Continuously- 2/3 or more of the time.
Walking
Rarely- Less than 1 hour per week.
Lifting
Rarely- Less than 1 hour per week.
Lifting Amount
Exerting up to 10 lbs
Carrying
Rarely- Less than 1 hour per week.
Carrying Weight
Exerting up to 10 lbs
Pushing/Pulling
N = Never
Pushing/Pulling Weight
N/A
Reaching
N = Never
Handling
N = Never
Fine Dexterity
Continuously- 2/3 or more of the time.
Kneeling
N = Never
Crouching
Never- Never occurs.
Crawling
Never- Never occurs.
Bending
Never- Never occurs.
Twisting
N = Never
Climbing
Never- Never occurs.
Balancing
Never- Never occurs.
Vision
Continuously- 2/3 or more of the time.
Hearing
Continuously- 2/3 or more of the time.
Talking
Continuously- 2/3 or more of the time.
Foot Controls
N = Never
Machines, Tools, Equipment and Work Aids Used
Protective Equipment Required
Health and Safety
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Mechanical Hazards
N = Never
Chemical Hazards
N = Never
Electrical Hazards
N = Never
Fire Hazards
N = Never
Explosives
N = Never
Communicable Diseases
N = Never
Physical Danger or Abuse
N = Never
Other
If Other, Description
Environmental Factors
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Dirt and Dust
N = Never
Extreme Temperatures
N = Never
Noise and Vibration
N = Never
Fumes and Odors
N = Never
Wetness/Humidity
N = Never
Darkness or Poor Lighting
N = Never
Primary Work Location
Office Environment
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
Occasionally- Up to 1/3 of the time.
Emergency Situations
Rarely- Less than 1 hour per week.
Frequent Change of Tasks
Occasionally- Up to 1/3 of the time.
Irregular Work Schedule/Overtime
Rarely- Less than 1 hour per week.
Performing Multiple Tasks Simultaneously
Rarely- Less than 1 hour per week.
Working Closely with Others as Part of a Team
Continuously- 2/3 or more of the time.
Tedious or Exacting Work
Frequently- From 1/3 to 2/3 of the time.
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
Salary : $48,000 - $60,000