Office Administrative Coordinator

Position Details

Position Information

Working Title of Vacant Position Office Administrative Coordinator Job Type Full Time Posting Type City Employees Only Number of Vacancies 1 Department ECONOMIC DEVELOPMENT Division ECONOMIC DEVELOPMENT Requisition Number 2026300 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 GE10 Pay Basis Semi-Monthly Advertised Salary

$53,166- $70,445/ annually

Starting salary based on qualifications and experience

Job Description

The City of Chesapeake's Economic Development Department is seeking a highly organized and proactive Office Administrative Coordinator to provide executive-level support to department leadership and help advance the City's economic development initiatives.

Provides executive-level administrative support to the Department Director and Deputy Director while supervising administrative and clerical staff. This position serves as a key liaison between leadership, employees, elected officials, citizens, and external stakeholders, supports departmental initiatives, and ensures the efficient and effective operation of departmental functions.

Typical Duties and Responsibilities

• Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence, reports, presentations, and other documents.
• Serve as a liaison between leadership, staff, elected officials, citizens, and external stakeholders; respond to inquiries and facilitate communication on departmental matters.
• Screen and manage calls, visitors, mail, and correspondence; resolve issues independently when appropriate and direct matters to the appropriate personnel.
• Maintain confidential records, personnel information, payroll records, reports, and official correspondence, ensuring accuracy and compliance with established policies and procedures.
• Compile, prepare, and maintain departmental, monthly, annual, grant-related, and special reports; collect and track data to support departmental operations and objectives.
• Assist with the preparation, administration, and monitoring of departmental budgets, expenditures, accounts payable/receivable, and purchasing activities.
• Coordinate daily office operations, including records management, inventory control, vendor coordination, and other administrative functions.
• Develop, implement, and maintain departmental policies, procedures, and administrative processes to support operational efficiency.
• Supervise, train, schedule, assign, and evaluate the work of administrative and clerical staff; assist with personnel-related activities and employee development.
• Coordinate meetings and events, prepare agendas and meeting materials, record minutes, and provide logistical support.
• Maintain databases, filing systems, websites, and other information systems; ensure data accuracy and provide technical assistance as needed.
• Assist with audits, compliance requirements, special projects, and other related duties as assigned.

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 administration, public administration, or a closely related field.

Experience:In addition to satisfying the vocational/education standards, this class requires a minimum of three years of full-time equivalent experience in administrative support.

Special Certifications and Licenses:Depending on position, may require 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

Posting Detail Information

Job Open Date 06/29/2026 Job Close Date 07/13/2026 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 No Response Sitting No Response Walking No Response Lifting No Response Lifting Amount N/A Carrying No Response Carrying Weight N/A Pushing/Pulling No Response Pushing/Pulling Weight N/A Reaching No Response Handling No Response Fine Dexterity No Response Kneeling No Response Crouching No Response Crawling No Response Bending No Response Twisting No Response Climbing No Response Balancing No Response 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 No Response 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 N = Never 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 N = Never Emergency Situations N = Never 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 Frequently- From 1/3 to 2/3 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 N = Never Other N = Never If Other, Description Can anyone assist the employee in performing the primary tasks assigned to this position? If yes, identify the eligible task(s)

NA

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 (*).

• • This position is for City employees, volunteers, temporary workers, and interns only. Are you currently a City of Chesapeake employee, volunteer, temporary worker, or intern? This information will be verified. Please update your application accordingly.
• Yes
• No

Applicant Documents

Required Documents

• Resume
• Transcripts

Optional Documents

• Cover Letter
• Letter of Recommendation
• Curriculum Vitae
• Media File
• Portfolio