Administrative Coordinator I Job at City of Chesapeake
City of Chesapeake Chesapeake, VA 23322
$44,069 - $57,290 a year
Position Information
Working Title of Vacant Position
Administrative Coordinator I
Job Type
Full Time
Posting Type
Public
Number of Vacancies
1
Department
AGRICULTURE
Division
AGRICULTURE
Requisition Number
2023202P
Number of hours worked per week
40
Work Schedule
Monday- Friday
8 a.m.- 5 p.m.
8 a.m.- 5 p.m.
Work Site Location
310 Shea Drive
Position Driving Requirement
O - Occasional
Pay Basis
Semi-Monthly
Advertised Salary
$44.069 – $57,290 annual salary
[depending on qualifications and experience]
[depending on qualifications and experience]
Job Description
The Agriculture Department is seeking an Administrative Coordinator to assist with the following:
FINANCIAL / CLERICAL . Works independently with general direction from the department head providing clerical/administrative support to unit/area faculty and staff. Accurately performs within established deadlines a variety of duties including, but not limited to, word processing, duplication, compilation, mailing, correspondence, and other media. Maintains and reconciles financial, personnel, accounting, and inventory records. Effectively communicates with diverse individuals and groups. Records minutes of staff meetings. Handles confidential and sensitive information in an appropriate manner and in accordance with City of Chesapeake and Virginia Tech University policies and procedures. Assists with updating departmental websites with the City and Virginia Tech. Assists with updating social media accounts throughout all program areas. Coordinates resources, prioritizes work, and arranges schedule to complete assignments by established deadlines. Pays bills promptly so that department complies with the University’s prompt pay requirements, handles deposits and balancing of local agency account, balances and maintains financial records so that transactions can be audited.
CLIENTELE CONTACT Provides services to callers and visitors in a respectful, accurate, timely, and clearly communicated manner. Uses good understanding of the University/department’s programs and services to make appropriate referrals and help callers/visitors locate assistance while maintaining daily log of telephone calls, visitors, and mailings. Solicits and uses clientele feedback to improve customer service.
OFFICE PROCEDURES Prioritize and completes administrative work. Adheres to University and departmental policies and procedures and disseminates information while keeping other staff adequately informed. Follows City of Chesapeake and Virginia Tech University records management policies for retention, archiving, and destruction.
FINANCIAL / CLERICAL . Works independently with general direction from the department head providing clerical/administrative support to unit/area faculty and staff. Accurately performs within established deadlines a variety of duties including, but not limited to, word processing, duplication, compilation, mailing, correspondence, and other media. Maintains and reconciles financial, personnel, accounting, and inventory records. Effectively communicates with diverse individuals and groups. Records minutes of staff meetings. Handles confidential and sensitive information in an appropriate manner and in accordance with City of Chesapeake and Virginia Tech University policies and procedures. Assists with updating departmental websites with the City and Virginia Tech. Assists with updating social media accounts throughout all program areas. Coordinates resources, prioritizes work, and arranges schedule to complete assignments by established deadlines. Pays bills promptly so that department complies with the University’s prompt pay requirements, handles deposits and balancing of local agency account, balances and maintains financial records so that transactions can be audited.
CLIENTELE CONTACT Provides services to callers and visitors in a respectful, accurate, timely, and clearly communicated manner. Uses good understanding of the University/department’s programs and services to make appropriate referrals and help callers/visitors locate assistance while maintaining daily log of telephone calls, visitors, and mailings. Solicits and uses clientele feedback to improve customer service.
OFFICE PROCEDURES Prioritize and completes administrative work. Adheres to University and departmental policies and procedures and disseminates information while keeping other staff adequately informed. Follows City of Chesapeake and Virginia Tech University records management policies for retention, archiving, and destruction.
Required Qualifications
Vocational/Educational Requirement:
Requires any combination of education and experience equivalent to a bachelor’s degree in business administration, public administration, or a closely related field.
Experience:
In addition to satisfying the vocational/education standards, this class requires a minimum of four years of full-time equivalent experience in administrative support and supervision.
Special Certifications and Licenses:
Requires a valid driver’s license in compliance with the 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.
Requires any combination of education and experience equivalent to a bachelor’s degree in business administration, public administration, or a closely related field.
Experience:
In addition to satisfying the vocational/education standards, this class requires a minimum of four years of full-time equivalent experience in administrative support and supervision.
Special Certifications and Licenses:
Requires a valid driver’s license in compliance with the 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
Previous administrative support experience; demonstrated experience maintaining accounts; ability to comply with policies and procedures with little supervision; experience with Excel database, Banner, Quicken and basic understanding of Commonwealth of Virginia accounting guidelines.
Posting Detail Information
Job Open Date
05/09/2023
Job Close Date
05/28/2023
Open Continuous
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
Occasionally- Up to 1/3 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
N/A
Reaching
No Response
Handling
Rarely- Less than 1 hour per week.
Fine Dexterity
No Response
Kneeling
No Response
Crouching
No Response
Crawling
Never- Never occurs.
Bending
No Response
Twisting
No Response
Climbing
Never- Never occurs.
Balancing
Never- Never occurs.
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
N = Never
Machines, Tools, Equipment and Work Aids Used
Protective Equipment Required
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
Occasionally- Up to 1/3 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
Frequently- From 1/3 to 2/3 of the time.
Working Closely with Others as Part of a Team
Continuously- 2/3 or more of the time.
Tedious or Exacting Work
Occasionally- Up to 1/3 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)
na
Professional References
Professional References
Please provide contact information for professional references.
Minimum Requests
0
Maximum Requests
4
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