Office Specialist

This position primarily supports the Community Program Specialists within Human Services' Division of Community Programs. Office location is Outlaw Street but will also support outlying offices within the City with outreach and programs within the community. Keeps website and social media updated and supports all communication vehicles (newsletters, etc.) Provides backup to the Office Coordinator with payroll, PeopleSoft ordering and invoicing, and other necessary functions. This position will provide customer service to Chesapeake citizens, as well as internal customers within Human Services and City government. The purpose of the position is to provide complex clerical support. The position is responsible for performing complex office tasks for the assigned area of responsibility. The position works according to some procedures; decides how and when to do things under general supervision.

ESSENTIAL TASKS

• The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

• Performs specialized office procedures such as taking meeting minutes, or typing documents, technical and statistical reports, or data for publication.

• Interacts with other departments, clients/customers, and the public by telephone, or in person; provides information, directs individuals to appropriate resources, takes and relays messages, or receives, logs, and processes complaints.

• Compiles data for special and periodic reports; assists with presentation of data as directed.

• Performs routine accounting tasks such as reviewing invoices and vouchers, accounts payable, or payroll.

• Coordinates special events/programs for area of responsibility, schedules meeting rooms and appointments.

• Processes clients in and out of office/program; processes payments; enters and updates client information in computer to complete financial forms.

• 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.

• Establishes and maintains maintenance of files, records, accounts, or charts for area of responsibility; maintains office supply inventory.

• Arranges meetings and coordinates catering needs; performs data entry, filing, faxing, telephoning, photocopying, and/or other tasks as assigned.

• Develops and maintains access databases for coworkers; provides assistance with computer software.

• Serves in the Emergency Operations Center during emergency situations such as hurricanes or other disaster events.

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 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.

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.