Police Department Administrative Support IV

The City of Alexandria is located in northern Virginia, and is bordered by the District of Columbia (Potomac River), Arlington, and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City’s square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for a position as our Administrative Support IV.

An Overview

The incumbent for the Administrative Support IV position works under minimal supervision to provide support for the Vice Narcotics Section of the Alexandria Police Department. Responsibilities will include a variety of administrative tasks to include answering incoming calls and greeting visitors, managing schedules, scheduling meetings with staff and persons outside the agency, preparing materials for meetings, compiling and organizing data and reports, writing/editing letters and memoranda, processing payroll for the bureau, creating, organizing, implementing, and maintaining file systems with electronic and physical databases. Applicants must be able to maintain strict confidentiality of highly sensitive records, documents, information, and locations.

The incumbent will have initiative, be reliable, possess professional writing and editing skills, have discretion when handling highly confidential information and able to multi task efficiently under tight schedules.

What You Should Bring

• Candidates should have a good knowledge of modern office equipment and methods of operation
• Knowledge of office terminology, and procedures
• Knowledge of basic arithmetic and English
• Able to communicate clearly and effectively, both verbally and in writing
• Able to maintain complex and confidential clerical records and prepare reports from such records
• Able to make decisions in accordance with laws, ordinances, regulations and established policies for routine recurring matters
• Able to work with minimal supervision

The Opportunity - Examples of Work

• Provides information and handles issues that may require sensitivity and use of sound independent judgment also, able to keep confidentiality of highly sensitive materials to include documents and photos;
• Talk with persons making complaints or requesting service in person or by phone and disposes of those cases in accordance with established depart-mental policies and procedures;
• Maintains files, records and logs showing status of various matters, maintains accountability of file materials, searches for, assembles and summarizes information from files, and insures that documents are properly signed;
• Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and/or presentation software using Microsoft Office Suite (Excel, Word, PowerPoint, and Access)
• Compiles data for and prepares monthly, annual, and special reports;
• Prepares correspondence relating to divisional or departmental operations and administration;
• Prepares requisitions for supplies and materials; Prepares periodic statistical re-ports, memoranda, and requisitions;
• Completes word processing and spreadsheet design/data entry work assignments that include typing, creating editing and proofreading letters, memoranda, reports, contracts, forms. Develops filing systems, maintains and archives files, records and logs of various matters, and maintains accountability of file materials, assembles and summarizes information from files, and insures that all documents are signed;
• Serves as primary entry person for payroll/overtime using KRONOS/MUNIS; Checks leave request forms against KRONOS/MUNIS and keeps a file of the forms and checks and approves KRONOS/MUNIS payroll prior to Division Chief approval;
• Performs related work as assigned

About the Department

The City of Alexandria Police Department is a nationally recognized and accredited law enforcement agency providing services to a diverse community. A group of talented professionals, the Alexandria Police Department is a dedicated team of people who, in partnership with the community, work to create and maintain a safe and secure environment for our residents, merchants, and visitors. We are a diverse organization, reflecting Alexandria’s various cultures and offering many different career and promotional opportunities.

Minimum & Additional Requirements

High School Diploma or GED; at least two years of responsible clerical experience, including some experience in office management activities that involved provision of basic secretarial services such as typing, stenography, filing, reception or preparing reports and correspondence at a level equivalent to Administrative Support III; and completion of high-school level courses in general studies, including English; or any equivalent combination of experience and training which provides the required knowledge, skills and ability.

Preferred Qualifications

Associates degree, experience with payroll systems such as KRONOS, experience working in a law enforcement/public safety environment.

Notes

• This posting will close on the date listed above or after we receive 200 applications, whichever comes first.
  
• This position requires the successful completion of pre-employment background checks. This will include the following:
  
  • Background Questionnaire
    
  • Local and Federal Criminal Background Checks
    
  • Polygraph
    
  • Drug Screen