Office Coordinator- Administration

Position Details

Position Information

Working Title of Vacant Position Office Coordinator- Administration Job Type Full Time Posting Type Public Number of Vacancies 1 Department CHES INT BEHAV HEALTHC Division CIBH ADMINISTRATION Requisition Number 2026400 Number of hours worked per week 40 Work Schedule

Monday-Friday 800am-500pm with 1 hour lunch.

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 GE05 Pay Basis Semi-Monthly Advertised Salary

Starting Salary: $41,544 +

Actual starting salary depends on qualifications & experience.

Job Description

At Chesapeake Integrated Behavioral Healthcare (CIBH), we are committed to providing high-quality, patient-centered care that reflects the City of Chesapeake's CARE Standards: Courteousness, Attentiveness, Resourcefulness, Empowerment, and Stewardship. We are seeking a detail-oriented Office Coordinator to provide complex administrative and clerical support to senior leadership and help ensure the efficient operation of the agency.

Under the direction of the Office Administrative Supervisor, the Office Coordinator supports departmental operations by coordinating administrative processes, maintaining accurate records and tracking systems, and ensuring information and resources are organized and accessible. The ideal candidate is a proactive problem-solver who takes ownership of assigned responsibilities, exercises sound judgment, and consistently delivers accurate, high-quality work.

Typical Tasks

1. Provide complex clerical support to the Deputy Director and Fiscal Administrator,

2. Draft, proofread, and edit correspondence, reports, and presentations

3. Coordinate contract review and renewal workflows by monitoring timelines, routing documents, and maintaining accurate tracking records.

4. Maintain records, filing systems, and tracking tools that support departmental operations,

5. Create and maintain content for the agency website and departmental SharePoint pages.

6. Assist with administrative projects, meeting coordination, travel arrangements, conference registrations, and other support functions, as assigned.

7. Identify opportunities to improve administrative processes and recommend practical solutions that enhance efficiency and accuracy

8. Collaborate with administrative staff to provide coverage for essential office functions, and ensure continuity of operations

9. Performs other related duties as assigned.

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 any combination of education and experience equivalent to an associate's degree 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 two years of full-time equivalent experience in administrative support.

SPECIAL CERTIFICATIONS AND LICENSES: Requires 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.

Preferred Qualifications

1. Strong attention to detail and organizational skills, including the ability to maintain accurate records, track complex workflows, and meet deadlines

2. Strong writing, proofreading, and editing skills

3. The ability to anticipate routine administrative needs, adapt to changing priorities, and provide dependable support to leadership and colleagues

4. Initiative to research questions, resolve routine issues independently, and recommend practical process improvements.

5. A commitment to taking ownership of assigned work by independently monitoring progress, following through on details, and ensuring tasks are completed accurately

6. Foresight to anticipate next steps in multi-phase administrative processes and ensure all required actions are completed

Posting Detail Information

Job Open Date 08/11/2026 Job Close Date 08/18/2026 Open Continuous No Special Instructions to Applicants

Please ensure that all employment history listed on the application

and resume are indicated as either Full or Part employment.

This position is located at 224 Great Bridge Blvd, Chesapeake, VA.

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 Continuously- 2/3 or more 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 Rarely- Less than 1 hour per week. Handling Frequently- From 1/3 to 2/3 of the time. Fine Dexterity Continuously- 2/3 or more of the time. Kneeling Rarely- Less than 1 hour per week. Crouching Never- Never occurs. Crawling Never- Never occurs. Bending Rarely- Less than 1 hour per week. Twisting N = Never 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

office equipment- copier, fax, telephone, scanner, laptop

Protective Equipment Required

None 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 S = Seasonally 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 S = Seasonally 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 Occasionally- Up to 1/3 of the time. Irregular Work Schedule/Overtime Rarely- Less than 1 hour per week. 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 Rarely- Less than 1 hour per week. Noisy/Distracting Environment Rarely- Less than 1 hour per week. 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)

Supervisor may assist

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

• Transcripts