Office Specialist

Position Details

Position Information

Working Title of Vacant Position Office Specialist Job Type Part Time Posting Type Public Number of Vacancies 1 Department HUMAN SVCS Division HS COMMUNITY PROGRAMS Requisition Number 2026379 Number of hours worked per week 40 Work Schedule

Hours vary between 8:00 a.m. to 5:00 p.m. Monday - Friday with some nights and weekends

Work Site Location Chesapeake, VA Position Driving Requirement O - Occasional Pay Grade GE03 Pay Basis Weekly Advertised Salary

$18.10/ per hour

• Please note that this a grant funded position

Job Description

Come join the City of Chesapeake and make a difference in your community! As an Office Specialist supporting Human Services' Division of Community Programs, you'll play a key role in supporting the CASA (Court Appointed Special Advocates) Program. Working alongside Community Program Specialists, staff, and dedicated volunteers, you'll provide essential administrative support that helps keep program operations running smoothly.

ESSENTIAL TASKS

• Answer telephones, direct calls, and relay messages to staff and volunteers.
• Assist with processing initial volunteer applicant inquiries, including processing initial volunteer application information.
• Assist with preparation of new volunteer files.
• Assist with compilation and circulation of notification letters for cases; prepare correspondence and other case information for staff and volunteers.
• Assist with case file preparation, copying, auditing, and filing.
• Assist with database entry and maintenance.
• Assist with office publications (notices, brochures, newsletters, event flyers, etc.).
• Assist, as directed, with CASA program events and activities.
• Other duties as assigned

Required Qualifications

VOCATIONAL/EDUCATIONAL REQUIREMENT: Requires a high school diploma or GED 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 REQUIREMENT: 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: Depending on departmental operational requirements, may require 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

Office management experience, experience with all aspects of Microsoft products, social media and public relations experience such as writing newsletters, creating brochures and flyers, and social media posts.

Posting Detail Information

Job Open Date 07/31/2026 Job Close Date 08/08/2026 Open Continuous No Special Instructions to Applicants

ADA Checklist

Overall Physical Strength Demands

Overall Physical Strength Demands L=Light - Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly OR requires walking or standing to a significant degree.

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 Frequently- From 1/3 to 2/3 of the time. Walking Rarely- Less than 1 hour per week. 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 Occasionally- Up to 1/3 of the time. Pushing/Pulling Weight Exerting up to 20 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 Rarely- Less than 1 hour per week. 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 Occasionally- Up to 1/3 of the time. Foot Controls Rarely- Less than 1 hour per week. Machines, Tools, Equipment and Work Aids Used

Computer

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 S = Seasonally 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 S = Seasonally 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 N = Never 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 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 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)

yes

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