Office Coordinator

The Chesapeake Department of Public Utilities (DPU) Water Production Division provides high quality drinking water for residential and commercial customers 24 hours of every day. We have a diverse workforce with a common goal to make the City of Chesapeake an exceptional place to live, learn, work, farm, and play.

The Office Coordinator position provides administrative support for two Water Treatment Plant’s (Northwest River and Lake Gaston). The Office Coordinator position requires excellent attention to detail, self-motivation, the ability to communicate with customers and employees in all aspects of city government and provide appropriate follow-up on work tasks. The purpose of the class is to provide organizational and complex clerical support. The class works within a general outline of work to be performed; develops work methods and sequences under general supervision.

In return for your expertise, you’ll enjoy excellent benefits and unlimited opportunities to learn and grow.

Typical tasks of the Office Coordinator include:

* Performs specialized office procedures such as creating forms and tables, or typing documents, correspondence, contracts, bids, charts, or technical and statistical reports.

* Interacts with other departments, clients/customers, and the public by telephone or in person; provide information, resolve complaints, direct individuals to appropriate personnel, or take and relay messages.

* Maintains personnel information and prepares payroll; assists in completion of audits and technical assistance projects. Capable of learning and working with “Workforce Dimensions” Time Keeping System. Assist with tracking and keeping the Water Production Division Time Sheets with Payroll.

*Create/Process requisitions in Peoplesoft, the City’s financial system. Maintain the office supply inventory for the two WTP’s.

*Compile data and prepare routine and specialized reports; maintains records and files for area of responsibility. Prepare/Submit monthly/quarterly/annual letters/reports to DEQ, VDH, EPA, government agencies.

*Make appointments and set up/coordinate meetings/interviews. Complete an interview packet and submit it to Human Resources.

*Process new hire packets and exit packets for the Water Production Division. Schedule new hire testing through Now Care for positions requiring testing to be completed.

*Retrieve mail from City Hall once a week and process incoming and outgoing mail; sort/distribute incoming mail delivered to both WTP’s and deliver to the appropriate person. Assists with daily operations as directed for the Water Treatment Plant’s.

*Maintain the File system for both WTP’s, following the Library of Virginia Records Retention and Disposition Schedule Procedures. Maintain and update the file retention file records and purging, assists with cross checking entries for accuracy for both WTP’s.

*Assists with ensuring that all staff certifications are maintained, and re-certifications are scheduled accordingly. Maintain the “Monthly” On-Line Employee Safety Training to ensure we are in compliance with OSHA requirements.

*Performs other related duties as assigned.