What are the responsibilities and job description for the Office Coordinator position at City of Chesapeake?
Position Information
Working Title of Vacant Position
Office Coordinator
Job Type
Full Time
Posting Type
Public
Number of Vacancies
1
Department
HUMAN SVCS
Division
HS-SOCIAL SERVICES ADMIN
Requisition Number
2024569
Number of hours worked per week
40
Work Schedule
Monday – Friday/8 am – 5 pm. 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 (100 Outlaw St)
Position Driving Requirement
N - Never
Pay Grade
GE05
Pay Basis
Semi-Monthly
Advertised Salary
$39,736/annually
Job Description
Under general supervision, this Office Coordinator position performs a broad variety of administrative support duties for the Service’s Program Managers and the Child Protective Services, Foster Care, Adoptions, Adult Protective Services and Adult Services units. This cross-program position requires knowledge of program policy, procedures and specialized functions for the diverse units and their programmatic mandates and timelines. In addition this person must be able to effectively use the Microsoft Office suite of programs including, Word, Excel and Outlook in addition to program specific databases including Oasis, Peer Place and Harmony. The Office Coordinator provides monitoring and completion of documentation in reference to a number of financial responsibilities that relate specifically to services provided to and on behalf of clients. In addition, this person provides critical FOIA support.
ESSENTIAL TASKS
ESSENTIAL TASKS
- Supervises or leads subordinate clerical personnel, including training, scheduling, assigning and evaluating work; processes personnel actions and benefits.
- Performs specialized office procedures such as taking and transcribing dictation or meeting minutes/notes, creating forms and tables, or typing documents, correspondence, contracts, bids, charts, or technical and statistical reports.
- Interacts with other departments, clients/customers, and the public by telephone or in person; provides information, resolves complaints, directs individuals to appropriate personnel, or takes and relays messages.
- Maintains personnel information and prepares payroll; assists in completion of audits and technical assistance projects.
- Maintains departmental budget; assists with preparation of budget and administration of expenditures.
- Compiles data and prepares routine and specialized reports; maintains records and files for area of responsibility; performs grant tracking.
- Maintains supply inventory and processes requisitions and purchase orders; researches and processes accounts payable and/or accounts receivable; interacts with vendors and contractors.
- Coordinates/maintains sites, databases, programs, or operations of responsibility; prepares and distributes informational literature; maintains/troubleshoots department computers.
- Makes appointments and sets up/coordinates meetings; processes incoming and outgoing mail; assists with daily operations as directed.
- Performs routine office tasks such as data entry, filing, faxing, and photocopying.
- Assists with special projects as directed by supervisor.
Required Qualifications
VOCATIONAL/EDUCATIONAL REQUIREMENT: Requires an associate’s degree or any equivalent combination of education and experience 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 two years of full-time equivalent experience in administrative support.
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.
EXPERIENCE REQUIREMENT: In addition to satisfying the vocational/education standards, this class requires a minimum of two years of full-time equivalent experience in administrative support.
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.
Preferred Qualifications
- Three years of experience in a public social services agency or related with extensive administrative clerical skills.
- Experience using Microsoft Office Suite of programs including – Word, Excel and Outlook and program specific databases including Oasis, Peer Place and Harmony
- Excellent organizational, time management, interpersonal skills and communication skills.
Posting Detail Information
Job Open Date
01/10/2025
Job Close Date
01/18/2025
Open Continuous
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
Frequently- From 1/3 to 2/3 of the time.
Sitting
Frequently- From 1/3 to 2/3 of the time.
Walking
Frequently- From 1/3 to 2/3 of the time.
Lifting
Frequently- From 1/3 to 2/3 of the time.
Lifting Amount
Exerting up to 10 lbs
Carrying
Frequently- From 1/3 to 2/3 of the time.
Carrying Weight
Exerting up to 10 lbs
Pushing/Pulling
Frequently- From 1/3 to 2/3 of the time.
Pushing/Pulling Weight
Exerting up to 10 lbs
Reaching
Occasionally- Up to 1/3 of the time.
Handling
Occasionally- Up to 1/3 of the time.
Fine Dexterity
Continuously- 2/3 or more of the time.
Kneeling
Occasionally- Up to 1/3 of the time.
Crouching
Rarely- Less than 1 hour per week.
Crawling
Rarely- Less than 1 hour per week.
Bending
Occasionally- Up to 1/3 of the time.
Twisting
Frequently- From 1/3 to 2/3 of the time.
Climbing
Occasionally- Up to 1/3 of the time.
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
Continuously- 2/3 or more of the time.
Machines, Tools, Equipment and Work Aids Used
Computer, copier, fax, telephone, scanner, adding machine, calculator, printer, car and related equipment.
Protective Equipment Required
N/A
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
S = Seasonally
Fire Hazards
S = Seasonally
Explosives
S = Seasonally
Communicable Diseases
S = Seasonally
Physical Danger or Abuse
S = Seasonally
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
D = Daily
Extreme Temperatures
D = Daily
Noise and Vibration
D = Daily
Fumes and Odors
D = Daily
Wetness/Humidity
D = Daily
Darkness or Poor Lighting
D = Daily
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
Continuously- 2/3 or more of the time.
Emergency Situations
Frequently- From 1/3 to 2/3 of the time.
Frequent Change of Tasks
Continuously- 2/3 or more of the time.
Irregular Work Schedule/Overtime
Occasionally- Up to 1/3 of the time.
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
Continuously- 2/3 or more 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)
NO
Professional References
Professional References
Please provide contact information for professional references.
Minimum Requests
0
Maximum Requests
4
Salary : $39,736
