What are the responsibilities and job description for the Office Specialist - Library Administration, Full-time position at City of Chesapeake?
Position Information
Working Title of Vacant Position
Office Specialist - Library Administration, Full-time
Job Type
Full Time
Posting Type
City Employees Only
Number of Vacancies
1
Department
CHES LIBRARY SYSTEM
Division
LIBRARIES ADMIN
Requisition Number
2025189
Number of hours worked per week
40 hours
Work Schedule
Monday-Friday 8:00 a.m. – 5:00 p.m. (Schedule may vary.)
Work Site Location
Chesapeake, VA
Position Driving Requirement
N - Never
Pay Grade
GE03
Pay Basis
Semi-Monthly
Advertised Salary
$36,014 minimum starting annual salary
Job Description
The Chesapeake Public Library (CPL) is seeking a full-time Office Specialist to serve as part of the Library’s Administrative team.
Responsible for performing complex office tasks for the assigned area of responsibility including but not limited to:
- Serve as the Library’s liaison to Human Resources for recruitment efforts.
- Work directly with hiring supervisors and managers on tasks such as drafting job postings, advertising position openings, interviewing candidates, and completing new employment documentation.
- Process paperwork for new and promoted employees including verifying employee eligibility in E-Verify and preparing and inputting personnel actions in Munis and DocuSign.
- Communicate with Library’s training specialist and supervisors to coordinate employee orientation.
- Establish and oversee the maintenance of employee files/records.
- Work with the Library’s Payroll/HR Technician to ensure all employees are properly compensated and payroll documentation is completed accurately.
- Assist with the processing of employee evaluations.
- Perform specialized office procedures such as preparing documents, correspondence, and reports.
- Distribute, relay, and explain regulations, policies, and procedures.
- Interact with other City departments, library staff, and customers by telephone, email, or in person.
- Compile data and prepare specialized reports.
- Assist with daily operations and Library special projects.
- Order supplies for office equipment.
- Maintain and update staff phone list for internal use and emergency contacts for each Library building for Police, Fire, and Facilities departments.
- Perform other related 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 three years 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.
EXPERIENCE REQUIREMENT: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 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
The candidate must possess strong oral and written communication skills.
Must be proficient in Microsoft Office to include Word, Excel, and Outlook.
Posting Detail Information
Job Open Date
04/07/2025
Job Close Date
04/14/2025
Open Continuous
No
Special Instructions to Applicants
An acceptable criminal history and Child Protective Services (CPS) report are required.
An in-basket exercise will be administered to candidates that are selected for an interview.
An in-basket exercise will be administered to candidates that are selected for an interview.
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
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
Occasionally- Up to 1/3 of the time.
Lifting Amount
Exerting up to 20 lbs
Carrying
Occasionally- Up to 1/3 of the time.
Carrying Weight
Exerting up to 20 lbs
Pushing/Pulling
Occasionally- Up to 1/3 of the time.
Pushing/Pulling Weight
Exerting up to 20 lbs
Reaching
Occasionally- Up to 1/3 of the time.
Handling
Continuously- 2/3 or more of the time.
Fine Dexterity
Continuously- 2/3 or more of the time.
Kneeling
Occasionally- Up to 1/3 of the time.
Crouching
Occasionally- Up to 1/3 of the time.
Crawling
Rarely- Less than 1 hour per week.
Bending
Occasionally- Up to 1/3 of the time.
Twisting
Occasionally- Up to 1/3 of the time.
Climbing
Rarely- Less than 1 hour per week.
Balancing
Occasionally- Up to 1/3 of the time.
Vision
Continuously- 2/3 or more of the time.
Hearing
Continuously- 2/3 or more of the time.
Talking
Frequently- From 1/3 to 2/3 of the time.
Foot Controls
Occasionally- Up to 1/3 of the time.
Machines, Tools, Equipment and Work Aids Used
Computer, monitors, printer, scanner, copier, multi-line telephone, fax machine, calculator, paper cutter, stapler, shredder, various library materials and equipment
Protective Equipment Required
Health and Safety
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Mechanical Hazards
M = Several Times Per Month
Chemical Hazards
M = Several Times Per Month
Electrical Hazards
M = Several Times Per Month
Fire Hazards
N = Never
Explosives
N = Never
Communicable Diseases
M = Several Times Per Month
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
D = Daily
Extreme Temperatures
N = Never
Noise and Vibration
M = Several Times Per Month
Fumes and Odors
S = Seasonally
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
Frequently- From 1/3 to 2/3 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
Frequently- From 1/3 to 2/3 of the time.
Tedious or Exacting Work
Frequently- From 1/3 to 2/3 of the time.
Noisy/Distracting Environment
Frequently- From 1/3 to 2/3 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)
No
Professional References
Professional References
Please provide contact information for professional references.
Minimum Requests
0
Maximum Requests
4
Salary : $36,014
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