Job Description
Provides executive-level administrative support to the Department Director and Deputy Director while supervising administrative and clerical staff. This position serves as a key liaison between leadership, employees, elected officials, citizens, and external stakeholders, supports departmental initiatives, and ensures the efficient and effective operation of departmental functions.
Typical Duties and Responsibilities
- Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence, reports, presentations, and other documents.
- Serve as a liaison between leadership, staff, elected officials, citizens, and external stakeholders; respond to inquiries and facilitate communication on departmental matters.
- Screen and manage calls, visitors, mail, and correspondence; resolve issues independently when appropriate and direct matters to the appropriate personnel.
- Maintain confidential records, personnel information, payroll records, reports, and official correspondence, ensuring accuracy and compliance with established policies and procedures.
- Compile, prepare, and maintain departmental, monthly, annual, grant-related, and special reports; collect and track data to support departmental operations and objectives.
- Assist with the preparation, administration, and monitoring of departmental budgets, expenditures, accounts payable/receivable, and purchasing activities.
- Coordinate daily office operations, including records management, inventory control, vendor coordination, and other administrative functions.
- Develop, implement, and maintain departmental policies, procedures, and administrative processes to support operational efficiency.
- Supervise, train, schedule, assign, and evaluate the work of administrative and clerical staff; assist with personnel-related activities and employee development.
- Coordinate meetings and events, prepare agendas and meeting materials, record minutes, and provide logistical support.
- Maintain databases, filing systems, websites, and other information systems; ensure data accuracy and provide technical assistance as needed.
- Assist with audits, compliance requirements, special projects, and 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.
Provides executive-level administrative support to the Department Director and Deputy Director while supervising administrative and clerical staff. This position serves as a key liaison between leadership, employees, elected officials, citizens, and external stakeholders, supports departmental initiatives, and ensures the efficient and effective operation of departmental functions.
Typical Duties and Responsibilities
- Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence, reports, presentations, and other documents.
- Serve as a liaison between leadership, staff, elected officials, citizens, and external stakeholders; respond to inquiries and facilitate communication on departmental matters.
- Screen and manage calls, visitors, mail, and correspondence; resolve issues independently when appropriate and direct matters to the appropriate personnel.
- Maintain confidential records, personnel information, payroll records, reports, and official correspondence, ensuring accuracy and compliance with established policies and procedures.
- Compile, prepare, and maintain departmental, monthly, annual, grant-related, and special reports; collect and track data to support departmental operations and objectives.
- Assist with the preparation, administration, and monitoring of departmental budgets, expenditures, accounts payable/receivable, and purchasing activities.
- Coordinate daily office operations, including records management, inventory control, vendor coordination, and other administrative functions.
- Develop, implement, and maintain departmental policies, procedures, and administrative processes to support operational efficiency.
- Supervise, train, schedule, assign, and evaluate the work of administrative and clerical staff; assist with personnel-related activities and employee development.
- Coordinate meetings and events, prepare agendas and meeting materials, record minutes, and provide logistical support.
- Maintain databases, filing systems, websites, and other information systems; ensure data accuracy and provide technical assistance as needed.
- Assist with audits, compliance requirements, special projects, and 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.
About City of Chesapeake
Chesapeake, Virginia is a vibrant community that enjoys the best of two worlds, one of urban variety, culture, and excitement, and another of rural landscapes and relaxed living.
Located 20 minutes from the oceanfront, 15 minutes from downtown Norfolk, and 45 minutes from Colonial Williamsburg and the Outer Banks of North Carolina, Chesapeake is the perfect place in which to live, work, and raise a family.
Home to beautiful parks, lakes, and rivers, Chesapeake has more miles of deepwater canals (part of the Intracoastal Waterway) than any other city in the country!
The City of Chesapeake was formed through the merger of the City of South Norfolk and Norfolk County in 1963. It’s a community of communities, with each having its own distinctive history.
Over the last decade, many national and international companies have taken advantage of the City’s ports, atmosphere, and highly qualified labor market by relocating to Chesapeake.
Chesapeake’s neighborhoods offer a variety of comfortable housing alternatives, from apartments and town homes, to single-family residences and executive homes. The City is consistently ranked by the FBI as one of the safest U.S. cities (with populations over 150,000), which lends to the safe, community atmosphere that residents enjoy.
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