Administrative Coordinator I

Position Information Working Title of Vacant Position Administrative Coordinator I Job Type Full Time Posting Type Public Number of Vacancies 1 Department INFORMATION TECHNOLOGY Division IT ADMINISTRATION Requisition Number 2024144 Number of hours worked per week 40 Work Schedule Monday -Friday 8AM-5PM Work Site Location Chesapeake, VA Position Driving Requirement O - Occasional Pay Grade GE08 Pay Basis Semi-Monthly Advertised Salary $44,950 – $59,559 [starting rate depends on experience and qualifications] Job Description The Information Technology Department is seeking a customer service and detail-oriented Administrative Coordinator to assist with the following: FINANCIAL/CLERICAL The incumbent works independently with general direction from the department head providing clerical/administrative support to staff.
The role entails accurately performing within established deadlines a variety of duties including, but not limited to, word processing, duplication, compilation, mailing, correspondence, and other media.
Maintains and reconciles financial, personnel, accounting, and inventory records.
Effectively communicates with diverse individuals and groups.
Handles confidential and sensitive information in an appropriate manner and in accordance with City policies and procedures.
Assists with updating departmental websites with the City with updating social media accounts.
Coordinates resources, prioritizes work, and arranges schedule to complete assignments by established deadlines.
Ensures prompt payment of bills so that the department complies with the City’s and Virginia’s pay requirements.
The position includes maintaining supply/equipment inventory; researches and processes accounts payable and/or accounts receivable, posts journal vouchers; coordinates preparation of payroll.
CLIENTELE CONTACT The position involves providing services to callers and visitors in a respectful, accurate, timely, and clearly communicated manner.
Using a good understanding of the department’s programs and services, the role includes making appropriate referrals and helping callers/visitors locate assistance while maintaining a daily log of telephone calls, visitors, and mailings.
The position may also involve coordinating services, special events, workshops, and seminars, and representing the department and/or City on various committees, teams, and task forces as assigned.
OFFICE PROCEDURES The position requires prioritizing and completing administrative work, providing administrative support to supervisors and other staff, scheduling appointments and meetings, making travel arrangements, maintaining calendars, and preparing correspondence, memos, schedules, documents, and reports.
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 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 including at least one year in a supervisory role.
Special Certifications and Licenses: Requires a valid driver’s license 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 Previous administrative support experience for a dynamic and highly technical team; Demonstrated experience maintaining accounts; Ability to comply with policies and procedures with little supervision; Proficiency in Excel and basic understanding of Commonwealth of Virginia accounting guidelines and Governmental Accounting Standards Board.
Proficient in written communication for composing documents and maintaining online platforms.
Strong verbal communication skills for interacting with stakeholders and representing the department.
Posting Detail Information Job Open Date 03/20/2024 Job Close Date 04/05/2024 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 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 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 Rarely- Less than 1 hour per week.
Pushing/Pulling Weight Exerting up to 10 lbs Reaching Rarely- Less than 1 hour per week.
Handling Occasionally- Up to 1/3 of the time.
Fine Dexterity Rarely- Less than 1 hour per week.
Kneeling Rarely- Less than 1 hour per week.
Crouching Rarely- Less than 1 hour per week.
Crawling Rarely- Less than 1 hour per week.
Bending Rarely- Less than 1 hour per week.
Twisting Rarely- Less than 1 hour per week.
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 Frequently- From 1/3 to 2/3 of the time.
Foot Controls N = Never Machines, Tools, Equipment and Work Aids Used Protective Equipment Required N/A 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 Occasionally- Up to 1/3 of the time.
Irregular Work Schedule/Overtime Occasionally- Up to 1/3 of the time.
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 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) This role is an integral part of the administrative team, working collaboratively with other team members in a cross-functional capacity to meet the department’s needs efficiently and effectively.
Professional References Professional References Please provide contact information for professional references.
Minimum Requests 0 Maximum Requests 4