Administrative Coordinator II - INTERNAL CANDIDATES ONLY

Administrative Coordinator II - INTERNAL CANDIDATES ONLY

Salary

$51,698.17 - $66,555.05 Annually

Location

Portsmouth, VA

Job Type

Full-Time Regular

Job Number

FY2025-01475

Department

Human Resource Management

Opening Date

07/28/2026

Closing Date

7/31/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

General Statement of the Job & Essential Functions

GENERAL STATEMENT OF JOB

Under general supervision, this position provides administrative support to the Department of Human Resource Management with a primary focus on assisting the Director and Assistant Director of Human Resource Management.

ESSENTIAL JOB FUNCTIONS

Manages and maintains executive schedules, including but not limited to appointments, meetings and coordination offsites. Coordinate meetings with internal and external business partners including preparation of agendas, establishing meeting location and materials. Monitors communications via email and prepare confidential correspondence and reports.

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; reviews forms, data and other information to ensure accuracy and conformance to established policies and procedures; and maintains filing and record systems, office supplies and coordinates equipment repairs.

Provides administrative support to the Director and Assistant Director of Human Resource Management. Coordinates departmental operations, projects, and workflow management. Manages training calendar, schedules meetings and coordinates logistics for HR- related events and activities. Draft professional correspondence, reports and presentations. Maintains confidential personnel records and HR documentation in compliance with applicable laws and regulations.

Maintains lists of employee certifications and informs supervisor prior to the expiration of required certifications.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

Knowledge of Job: Has thorough knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has thorough knowledge of the organization and functions of the city. Has thorough knowledge of office practices and procedures, documentation and computer system and common software applications. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary; considerable knowledge in the operation of common office equipment including computer-based word processing, spreadsheets and file maintenance programs. Ability to make independent, routine administrative decisions in accordance with laws, regulations, and city policies and procedures. Able to solve problems and answer questions. Independently manage and administer projects and programs, develop and modify work procedures, and identify methods and processes to improve efficiency. Ability to screen communications and determine content matter to handle independently or route to proper source. Ability to correct spelling, grammar, punctuation and typing errors and use independent judgment in organizing and establishing format; ability to gather information from a variety of sources and draft documents, and establish and maintain moderately complex files. Ability to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the public, and establish and maintain effective working relationships.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all city departments and divisions, co- workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions".

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the city.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit; contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with employees and managers in other departments, representatives from organizations, and the public to maintain good will and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from departments or persons in order to maintain good will within the city; interacts effectively with fellow employees, supervisors, professionals and the public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Education, Experience & Special Requirements

EDUCATION & EXPERIENCE

An associate's degree in business, Administration, Computer Applications, or a closely related field, and 3 -5 years of responsible administrative office experience, a related field, or an equivalent combination of education and experience.

Physical Demands

Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, calculators, copiers, facsimile machines, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTSThe City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.

The city of Portsmouth offers a complete and comprehensive benefit package to full-time employees including: medical, dental, vision, legal, Flexible Spending Accounts, basic and optional life insurance, short-term disability insurance, Virginia Retirement System (includes a mandatory 5% employee contribution), holidays, vacation, sick leave, deferred compensation plan, and Chartway Credit Union. To learn more details, visit http://va-portsmouthhr.civicplus.com/.

01

Please select the highest level of education completed.

• Less than High School
• High School Diploma or GED
• Some College
• Associates/Vocational/Technical
• Bachelors Degree or Higher

02

Do you have at least an Associates Degree in Business, Administration, or a related field?

• Yes
• No

03

Do you have at least 3 years of responsible administrative office experience, including the use of computers and standard software applications?

• Yes
• No

04

Briefly describe your previous administrative office experience.

05

Are you a current employee for the City of Portsmouth?

• Yes
• No

Required Question

Employer City of Portsmouth

Address 801 Crawford Street

2nd Floor Human Resource Management

Portsmouth, Virginia, 23704

Phone (757) 393-8626

Website http://va-portsmouthhr.civicplus.com/