Administrative Specialist I

City of Virginia Beach•Virginia Beach, VA

About The Position

We are seeking a highly organized, professional and versatile Administrative Specialist I to join our team in the City Manager’s Office. This position supports the Administrative Support Supervisor, Chief of Staff, ICRB Liaison, and Community Affairs Liaison. The ideal candidate excels at time management, clear communication, proactive follow-through, and representing the City Manager’s Office with maturity and discretion. The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and leave.

Requirements

Time management
Clear communication
Proactive follow-through
Representing the City Manager’s Office with maturity and discretion

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.