Office Assistant

Do you want to put your clerical skills to work and be part of an awesome team that serves the community? The purpose of this position is to provide clerical support. Work is performed in an office environment with telephones, personal computers, and printers. The office environment is an open workspace with individual workstations. The noise level of the environment is usually moderate. The position is responsible for 90% of incoming calls (DSS call center), performing routine office tasks for the assigned area of responsibility. The position works according to set procedures under direct supervision.

Essential Tasks:

• Performs routine office tasks such as data entry, typing letters, work orders, schedules, or forms, filing, faxing, photocopying, or reconciling bank statements.
• Answers switchboard, telephone, or radio; provides routine information, directs caller to appropriate personnel, or takes and relays messages.
• Greets and assists customers/clients for assigned areas; provides routine information or forms, assists with the completion of standardized records, documents, or applications, or directs the party to appropriate personnel/department.
• Sorts, indexes, and files office materials; checks reports, records, plans, forms, and other data for clerical accuracy, completeness, and conformance with established regulations and procedures.
• Compiles information from various sources for records and reports; performs routine computations, and maintains and updates departmental records and logs.
• Provides services to the public; schedules interviews, tests, and/or inspections.
• Receives and relays citizen complaints and service requests; receive checks, processes, and files service reports.
• Orders receive, and stocks office supplies; maintains and/or operates routine office equipment. Assists with special projects as directed by supervisor.

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 high school diploma or GED/HSE.

Experience Requirement: 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: 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

• Minimum of one year of office administration or related employment experience.

• Thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public.

• Computer skills that include proficiency in word processing, Excel spreadsheet and presentation software highly preferred.

• Proficiency with Excel program highly preferred.

• Demonstrated ability to prepare accurate written communication, and the ability to communicate effectively verbally.

• Significant attention to detail and strong organizational and follow-up skills, with the ability to prioritize and meet deadlines.

Posting Detail Information

• Job Open Date: 01/10/2025
• Job Close Date: 01/17/2025

ADA Checklist

Overall Physical Strength Demands

S=Sedentary - Exerting up to 10 lbs. occasionally or small weights frequently; sitting most of the time.

Physical Demands

• 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: Frequently- From 1/3 to 2/3 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 any other related equipment.

Protective Equipment Required

N/A

Health and Safety

• 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

Environmental Factors

• 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

Non-Physical Demands

• 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.

Professional References

Please provide contact information for professional references.

• Minimum Requests: 0
• Maximum Requests: 4