Office Administrative Coordinator

Position Details

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. 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..

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you possess a valid driver's license and a driving record that is in compliance with the City's Driving Standards? Please review position requirements for details.
• Yes
• No

Applicant Documents

Required Documents

• Resume

Optional Documents

• Cover Letter
• Letter of Recommendation