Office Assistant

Position Details

Position Information

Working Title of Vacant Position Office Assistant Job Type Part Time Posting Type Public Number of Vacancies 1 Department GARAGE/FLEET Division AUTOMOTIVE SERVICES Requisition Number 2026504 Number of hours worked per week Up to 25 Work Schedule

Monday - Friday; 8:00am - 12:30pm

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 Position Driving Requirement O - Occasional Pay Grade GE01 Pay Basis Weekly Advertised Salary

$16.93 - $25.19 per hour. Starting rate will be determined based on qualifications and experience.

Job Description

City of Chesapeake Fleet Management is seeking a Part-Time Office Assistant to support administrative functions within the department. This role involves performing a variety of office tasks to ensure smooth operations. The successful candidate will interact with staff, visitors, and the public, providing support in various areas such as data entry, filing, customer service, and general office management.

Key Responsibilities:

• Perform general office tasks including composing correspondence, data entry, filing, telephone support, scanning, photocopying, and maintaining office supply inventory.
• Greet and assist employees, visitors, and the public in person and by telephone; provide timely customer service and direct requests to appropriate personnel.
• Complete standardized forms and records and provide administrative support to coworkers and other departments as needed.
• Process incoming and outgoing mail and packages, including opening, date-stamping, sorting, tracking when applicable, and distribution.
• Monitor the GarageHelp email inbox, respond to routine inquiries, route requests appropriately, and process Fleet User Access Forms in AssetWorks.
• Review, research, and correct fuel transaction errors in AssetWorks; verify transaction information, maintain related records, and coordinate with appropriate staff when troubleshooting or follow-up is needed.
• Process toll notices and car wash invoices, including reviewing charges, identifying the appropriate vehicle or department, routing for payment or follow-up, and maintaining supporting documentation.
• Collect and compile information for periodic and special reports; perform routine calculations and maintain accurate departmental records and logs.
• Review records, reports, forms, and other data for accuracy, completeness, and compliance with applicable procedures.
• Inventory, receive, and stock office supplies; maintain routine office equipment as needed.
• Maintain organized files and records, manage fleet keys and the key room, and distribute information packets as needed.
• Answer incoming calls, provide office coverage, and assist with vehicle breakdown calls by collecting relevant information and notifying the appropriate personnel.
• Act as a courier between the main garage at Greenbrier Parkway and the Satellite Maintenance Facility as needed.
• Perform other related duties as assigned by the supervisor.

Required Qualifications

Vocational/Educational Requirement: Requires high school diploma or GED/HSE.

Experience: In addition to satisfying the vocational/education standards, this class requires a minimum of six months of full-time equivalent experience in administrative support.

Special Certifications and Licenses: Requires a valid driver's license in compliance with City driving standards.

Special Requirement(s): 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 experience in an administrative, clerical, or office support position.
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word.
• Experience with data entry, recordkeeping, invoice processing, and maintaining accurate records.
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Excellent customer service and communication skills, including experience assisting customers by telephone, email, and in person.
• Strong attention to detail with the ability to identify discrepancies, research issues, and make corrections.
• Experience using computerized financial, fleet management, or work order systems is preferred.
• Ability to work independently, exercise good judgment, and maintain confidentiality when handling departmental information.
• Previous experience in a municipal government or fleet maintenance environment is a plus.
• Notary Public: Current commission as a Virginia Notary Public or willingness and ability to obtain a Virginia Notary Public commission within six (6) months of employment.

Posting Detail Information

Job Open Date 10/23/2026 Job Close Date 10/30/2026 Open Continuous No Special Instructions to Applicants

Please specify whether employment was Part Time or Full Time for each job listed on your application and resume.

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 Rarely- Less than 1 hour per week. Sitting Frequently- From 1/3 to 2/3 of the time. Walking Rarely- Less than 1 hour per week. Lifting Rarely- Less than 1 hour per week. Lifting Amount Exerting up to 10 lbs Carrying Rarely- Less than 1 hour per week. Carrying Weight Exerting up to 10 lbs Pushing/Pulling Rarely- Less than 1 hour per week. Pushing/Pulling Weight Exerting up to 10 lbs Reaching Occasionally- Up to 1/3 of the time. Handling Rarely- Less than 1 hour per week. Fine Dexterity Rarely- Less than 1 hour per week. Kneeling Rarely- Less than 1 hour per week. Crouching Rarely- Less than 1 hour per week. Crawling Never- Never occurs. Bending Rarely- Less than 1 hour per week. Twisting Rarely- Less than 1 hour per week. 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 Frequently- From 1/3 to 2/3 of the time. Foot Controls Rarely- Less than 1 hour per week. 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 S = Seasonally 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 N = Never Emergency Situations N = Never Frequent Change of Tasks Rarely- Less than 1 hour per week. Irregular Work Schedule/Overtime Rarely- Less than 1 hour per week. Performing Multiple Tasks Simultaneously Occasionally- Up to 1/3 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 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)

Yes. Fleet Management operates in a team environment where administrative staff are cross-trained to assist with daily operations and provide coverage as needed. The Office Coordinator, Account Specialist, Account Technician, and Fleet Business Manager can assist with various responsibilities, including answering phones, customer service, processing paperwork, responding to departmental inquiries, assisting with fuel transaction errors, and other general administrative duties.

While these responsibilities can be shared, the Part-Time Office Assistant provides important daily support that allows other team members to focus on their primary responsibilities.

Professional References

Professional References

Please provide contact information for professional references.

Minimum Requests 0 Maximum Requests 4

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you possess a valid driver's license and a driving record that is in compliance with the City's Driving Standards? Please review position requirements for details.
• Yes
• No

Applicant Documents

Required Documents

• Resume

Optional Documents

• Cover Letter
• Transcripts
• Letter of Recommendation