What are the responsibilities and job description for the Office Specialist position at City of Chesapeake?
Position Information
Working Title of Vacant Position
Office Specialist
Job Type
Full Time
Posting Type
Public
Number of Vacancies
1
Department
PUBLIC UTILITIES
Division
PUB UTIL TECHNICAL
Requisition Number
2026290
Number of hours worked per week
40
Work Schedule
Monday through Friday 8 a.m. – 5 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.
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
GE03
Pay Basis
Semi-Monthly
Advertised Salary
$36,734 – $54,642 (Salary is based on experience and qualifications).
Job Description
The Department of Public Utilities Engineering Division is seeking an experienced and motivated Office Specialist to join our team and play a vital role in keeping departmental operations running smoothly. This position is perfect for someone who enjoys mastering complex clerical processes, and contributing to a professional, service‑oriented environment. As an Office Specialist, you will streamline workflows, and ensure the accuracy and efficiency of administrative procedures across the Engineering Division.
In this dynamic role as an Office Specialist you will perform specialized office functions such as:
- Perform specialized office procedures such as taking and transcribing dictation or meeting minutes, typing documents, correspondence, technical and statistical reports, data for publication, or coordinating contracts.
- Processes, enters, and maintains information in database for assigned area; processes opportunities and places special advertisements.
- Monitors expenditures for assigned area of responsibility; analyzes, prepares, and tracks invoices; processes payments, processes incoming checks.
- Maintains program enrollment; processes work orders; implements computer programs.
- Makes appointments and arranges meetings; answers routine correspondence for supervisor independently; processes mail and packages; opens, time stamps, sorts, and distributes mail to appropriate personnel or departments; assists with special mailings; prepares and distributes information packets; assists with daily operations as directed.
- Establishes and oversees maintenance of files/records for area of responsibility; maintains supply/equipment inventory.
- Interacts with other departments, clients/customers, and the public by telephone; provides information, directs individuals to appropriate personnel, or takes and relays messages, or receives, logs and processes complaints.
- Designs, typesets, and coordinates printing and distribution of informational material such as flyers, brochures, and newsletters.
- Assists with planning, coordination, and implementation of special events/programs; schedules meetings rooms and appointments and prepares work schedules and agendas.
- Compiles data and prepares specialized reports; assists with presentation of data as directed.
- Performs data entry, filing, faxing, telephoning, photocopying, and/or processing of assigned information.
- Develops and maintains access databases for coworkers; provides assistance with computer software.
- Performs other related duties as assigned.
The City of Chesapeake offers an exceptional range of benefits.
Required Qualifications
Vocational/Educational Requirement: Requires a high school diploma or GED/HSE and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.
Experience: In addition to satisfying the vocational/education standards, this class requires a minimum of one year of full-time equivalent experience in administrative support.
Special Certifications and Licenses: Requires a 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.
Experience: In addition to satisfying the vocational/education standards, this class requires a minimum of one year of full-time equivalent experience in administrative support.
Special Certifications and Licenses: Requires a 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
Posting Detail Information
Job Open Date
06/22/2026
Job Close Date
06/29/2026
Open Continuous
No
Special Instructions to Applicants
Thank you for your interest in a career with the City of Chesapeake! We are an exceptional place to live, learn, work, farm and play.
Please specify whether employment was Part Time or Full Time for each job listed on your application and resume.
Please specify whether employment was Part Time or Full Time for each job listed on your application and resume.
Please read the following instructions to ensure successful submittal of your application. Applications are only accepted through the online job portal. Persons requiring accommodations, please contact City of Chesapeake’s Human Resources Department at (757) 382-6492.
- Applications must contain your complete work history including job duties, dates of employment (start and end dates), hours worked, and employees supervised, if applicable.
- Application questions marked with an *asterisk are required and must be answered in order to complete the application.
- Failure to submit a complete application may result in loss of consideration.
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
Occasionally- Up to 1/3 of the time.
Sitting
Continuously- 2/3 or more of the time.
Walking
Occasionally- Up to 1/3 of the time.
Lifting
Occasionally- Up to 1/3 of the time.
Lifting Amount
Exerting up to 10 lbs
Carrying
Occasionally- Up to 1/3 of the time.
Carrying Weight
Exerting up to 10 lbs
Pushing/Pulling
Rarely- Less than 1 hour per week.
Pushing/Pulling Weight
Exerting up to 10 lbs
Reaching
Occasionally- Up to 1/3 of the time.
Handling
Frequently- From 1/3 to 2/3 of the time.
Fine Dexterity
Continuously- 2/3 or more of the time.
Kneeling
Rarely- Less than 1 hour per week.
Crouching
Rarely- Less than 1 hour per week.
Crawling
Never- Never occurs.
Bending
Rarely- Less than 1 hour per week.
Twisting
Rarely- Less than 1 hour per week.
Climbing
Never- Never occurs.
Balancing
Rarely- Less than 1 hour per week.
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
Rarely- Less than 1 hour per week.
Machines, Tools, Equipment and Work Aids Used
Computer, phone, printer, scanner, copier, fax
Protective Equipment Required
None
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
Frequently- From 1/3 to 2/3 of the time.
Emergency Situations
Rarely- Less than 1 hour per week.
Frequent Change of Tasks
Continuously- 2/3 or more of the time.
Irregular Work Schedule/Overtime
Rarely- Less than 1 hour per week.
Performing Multiple Tasks Simultaneously
Continuously- 2/3 or more of the time.
Working Closely with Others as Part of a Team
Continuously- 2/3 or more of the time.
Tedious or Exacting Work
Continuously- 2/3 or more of the time.
Noisy/Distracting Environment
Rarely- Less than 1 hour per week.
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
Salary : $36,734 - $54,642