Office Specialist

Office Specialist – Public Utilities

The Department of Public Utilities Engineering Division is seeking an experienced and motivated Office Specialist to streamline administrative procedures across the Engineering Division. This position requires a highly organized individual comfortable with clerical tasks and technology tools.

• Execute specialized office procedures such as taking and transcribing dictation, meeting minutes, typing documents, correspondence, technical and statistical reports, data for publication, or coordinating contracts.
• Process, enter, and maintain information in databases for assigned area, including opportunities and special advertisements.
• Monitor expenditures, analyze, prepare, and track invoices, process payments, and handle incoming checks.
• Maintain program enrollment, process work orders, and implement computer programs.
• Schedule appointments, arrange meetings, and answer routine correspondence for supervisor independently; process mail and packages, open, time stamp, sort, distribute mail.
• Establish and oversee maintenance of files/records; maintain supply and equipment inventory.
• Interact with other departments, clients, customers, and the public by telephone, providing information, directing individuals, or relaying messages and processing complaints.
• Design, typeset, and coordinate printing and distribution of informational material such as flyers, brochures, and newsletters.
• Assist in planning, coordination, and implementation of special events/programs; schedule meeting rooms, appointments, and prepare agendas.
• Compile data and prepare specialized reports; assist in presentation of data as directed.
• Perform data entry, filing, faxing, telephoning, photocopying, and processing of assigned information.
• Develop and maintain access databases for coworkers; provide assistance with computer software.
• Perform other related duties as assigned.

• High school diploma or GED/HSE; or one year of college education in word processing, secretarial skills, or related field.
• Minimum of one year of full‑time equivalent experience in administrative support.
• Valid driver’s license and driving record in compliance with City Driving Standards.
• Ability to work hours in excess of scheduled hours in response to department needs or emergencies.

Salary: $36,734 – $54,642 (SEMI‑MONTHLY). Pay Grade GE03. Job Type: Full Time.

Work Schedule:

Monday through Friday 8 a.m. – 5 p.m.

Location:

Chesapeake, VA.