Office Specialist

Position Details

Position Information

Working Title of Vacant Position Office Specialist Job Type Full Time Posting Type Public Number of Vacancies 1 Department PUBLIC UTILITIES Division PUB UTIL TECHNICAL Requisition Number 2026290 Number of hours worked per week 40 Work Schedule

Monday through Friday 8 a.m. - 5 p.m.

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 GE03 Pay Basis Semi-Monthly Advertised Salary

$36,734 - $54,642 (Salary is based on experience and qualifications).

Job Description

The Department of Public Utilities Engineering Division is seeking an experienced and motivated Office Specialist to join our team and play a vital role in keeping departmental operations running smoothly. This position is perfect for someone who enjoys mastering complex clerical processes, and contributing to a professional, service‑oriented environment. As an Office Specialist, you will streamline workflows, and ensure the accuracy and efficiency of administrative procedures across the Engineering Division.

In this dynamic role as an Office Specialist you will perform specialized office functions such as:

• Perform specialized office procedures such as taking and transcribing dictation or meeting minutes, typing documents, correspondence, technical and statistical reports, data for publication, or coordinating contracts.
• Processes, enters, and maintains information in database for assigned area; processes opportunities and places special advertisements.
• Monitors expenditures for assigned area of responsibility; analyzes, prepares, and tracks invoices; processes payments, processes incoming checks.
• Maintains program enrollment; processes work orders; implements computer programs.
• Makes appointments and arranges meetings; answers routine correspondence for supervisor independently; processes mail and packages; opens, time stamps, sorts, and distributes mail to appropriate personnel or departments; assists with special mailings; prepares and distributes information packets; assists with daily operations as directed.
• Establishes and oversees maintenance of files/records for area of responsibility; maintains supply/equipment inventory.
• Interacts with other departments, clients/customers, and the public by telephone; provides information, directs individuals to appropriate personnel, or takes and relays messages, or receives, logs and processes complaints.
• Designs, typesets, and coordinates printing and distribution of informational material such as flyers, brochures, and newsletters.
• Assists with planning, coordination, and implementation of special events/programs; schedules meetings rooms and appointments and prepares work schedules and agendas.
• Compiles data and prepares specialized reports; assists with presentation of data as directed.
• Performs data entry, filing, faxing, telephoning, photocopying, and/or processing of assigned information.
• Develops and maintains access databases for coworkers; provides assistance with computer software.
• Performs 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 a high school diploma or GED/HSE 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: 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: Requires a 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

Posting Detail Information

Job Open Date 06/22/2026 Job Close Date 06/29/2026 Open Continuous No Special Instructions to Applicants

Thank you for your interest in a career with the City of Chesapeake! We are an exceptional place to live, learn, work, farm and play.

Please specify whether employment was Part Time or Full Time for each job listed on your application and resume.

Please read the following instructions to ensure successful submittal of your application. Applications are only accepted through the online job portal. Persons requiring accommodations, please contact City of Chesapeake's Human Resources Department at (757) 382-6492.

• Applications must contain your complete work history including job duties, dates of employment (start and end dates), hours worked, and employees supervised, if applicable.
• Application questions marked with an *asterisk are required and must be answered in order to complete the application.
• Failure to submit a complete application may result in loss of consideration.

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 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 Rarely- Less than 1 hour per week. Pushing/Pulling Weight Exerting up to 10 lbs Reaching Occasionally- Up to 1/3 of the time. Handling Frequently- From 1/3 to 2/3 of the time. Fine Dexterity Continuously- 2/3 or more of the time. Kneeling Rarely- Less than 1 hour per week. Crouching Rarely- Less than 1 hour per week. Crawling Never- Never occurs. Bending Rarely- Less than 1 hour per week. Twisting Rarely- Less than 1 hour per week. Climbing Never- Never occurs. 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 Continuously- 2/3 or more of the time. Foot Controls Rarely- Less than 1 hour per week. Machines, Tools, Equipment and Work Aids Used

Computer, phone, printer, scanner, copier, fax

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 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 Continuously- 2/3 or more of the time. Irregular Work Schedule/Overtime Rarely- Less than 1 hour per week. 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 Rarely- Less than 1 hour per week. 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)

No

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