Office Assistant in Chesapeake, Virginia at City of Chesapeake Human Resources

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

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.

• 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.

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.