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City of Virginia Beach · 2 days ago

Administrative Specialist, #48196

Virginia Beach, VA

Full-time

Onsite

New Grad, Entry Level

City of Virginia Beach is seeking a highly organized Administrative Specialist I to join their team in the City Manager’s Office. This role involves providing administrative support, managing communications, and ensuring confidentiality while interacting with city leadership and the public.

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Responsibilities

Collect, input, and collaborate on highly sensitive and time-critical data within a dynamic environment. This includes interactions with elected officials and City leadership while ensuring confidentiality and accuracy

Provide administrative support as needed, including preparing City Council Staff Reports, ensuring ADA compliance for public-facing documents, compiling and formatting presentations, and performing meeting logistics and setup

Manage the City Manager’s Office inbox, including entering resident concerns for tracking, routing complex issues appropriately, and providing timely (within 24 hours), clear, and compassionate customer service

Serve as the first point of contact for internal and external inquiries via phone, providing accurate information, steady guidance, and excellent customer service, often in emotionally elevated situations

Act as Staff Recorder for the Independent Citizen Review Board’s monthly meetings (one evening per month, until 8:00 pm) and for various committees supported by the City Manager’s Office

Working with Staff Liaison to draft agendas and distribute materials

Transcribing accurate, confidential, and technically detailed minutes

Delivering draft minutes within three (3) days and coordinating revisions for final distribution

Assist City leadership with administrative tasks and office projects to support the goals and priorities of the City Manager’s Office

Support public-facing work by ensuring documents are ADA compliant, polished, and professionally formatted before posting online

Demonstrate initiative by seeking clarification when needed, following through on assignments, and adapting to rapidly shifting priorities

Qualification

Customer serviceTime managementClear communicationADA complianceConfidentialityProactive follow-throughMeeting logisticsTranscribing minutesDocument formatting