Office Coordinator

4 weeks ago

Chesapeake, United States City of Chesapeake Full time

Job Description

| The Department of Parks, Recreation and Tourism is seeking a dynamic Office Coordinator who has a passion for serving the public and wants to be a part of a team that offers quality events, programs, activities, services, and amenities that enhance the quality of life for residents and visitors to Chesapeake. Provides exceptional customer service in all aspects of job duties and in communicating with the public. Responsible for administrative tasks that are wide-reaching and affect the overall function of the department. Supervises front office staff of the Administrative Office and state-certified Visitor Center. Primary duties of the Office Specialist include:

Supervises and schedules front office staff of the Administrative Office and Visitor Center and monitors for exceptional customer service.

Primary content provider for the department webpages on the City’s website. Provides updates and ensures information is accurate and timely. Recommends best placement of material and may design new pages and content. Complies with City website guidelines and works cooperatively with City IT to perform edits and make appropriate design choices. Oversees website duties of supervised staff. Updates forms and may create forms for website use or for other purposes.

Navigates department and other websites and social media to gather information. Uses graphic design software and image editing to create graphics for webpages, flyers, and other marketing material.

Acts as administrative liaison for the Parks, Recreation and Tourism Advisory Board that meets once a month at 6:30 p.m. at various meeting sites. Responsible for recording the meeting using recording device and transcribes audio file for meeting minutes.

Provides assistance during at least two special events and/or programs per year.

Understands and may perform point-of-sale and registrations using recreation management software to register participants for various programs and services, and processes other monetary transactions. Ensures staff are compliant with registration and accounting processes.

Coordinates department records management, FOIA requests, and customer service requests. Monitors general department email account. Orders business cards and office nameplates. Gathers information from staff department wide and creates and updates various reports. Follows up with staff on outstanding items.

Reports maintenance issues to property management and coordinates logistics for the daily operation of the Administrative Office.

Detail oriented and thorough in completion of assignments. Good written and proofreading skills required.

Assists with special projects as needed and performs other related duties as assigned.

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 the

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 Excellent customer service skills and should possess the initiative to always seek ways to improve work methods and processes.

Excellent written and proofreading skills.

Familiarity with standard office procedures and practices. Knowledge of various business correspondence and ability to compose such as letters and memos.

Ability to maintain flexibility with assignments and prioritize tasks.

Proficiency with Microsoft Office including Microsoft Outlook or similar e-mail software.

Experience with registration management, point of sale, graphic design software and systems.

Experience in creating marketing materials.

Team-oriented with ability to successfully interact with all employees and realize the importance of all facets of the department.

Must be dependable and possess the ability to work independently with good problem-solving skills.

Some accounting background and cash-handling experience.

Interest in dealing with the public and working with people.

Knowledge of Chesapeake shopping, dining, events, and attractions as well as working knowledge of regional events and attractions or desire to learn.

Will work at least 2 department special events outside of normal scheduled duties and/or work hour

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