Administrative Support II

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. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Administrative Support II position.

An Overview

The Administrative Support II performs initial client/public contact work in person and/or by telephone. Employees in this class are frequently the citizen's initial City contact requiring the employee to exercise patience and tact. Typing, data entry and other clerical duties are also performed. The work requires the exercise of judgment in the application of prescribed procedures and methods to routine matters. The work may be performed under close or general supervision by an immediate supervisor.

What You Should Bring

The ideal candidate will have good knowledge of and skill in the operation of a telephone switchboard; good knowledge of office terminology, procedures and equipment, proficiency in English; good knowledge of the geography of the City, if required; some knowledge of functions and personnel of City government; some knowledge of elementary bookkeeping; ability to communicate clearly and effectively, both verbally and in writing; ability to relate to emotionally disturbed clients under stressful conditions, if required; ability to understand and follow complex verbal and written directions; ability to remain calm in emergency situations.

The Opportunity

• Answers department main line to process, screen and refer routine and urgent incoming phone calls in accordance with prescribed procedures;
• Receives the public, answers questions, and/or directs them to their intended destination;
• Maintains a log of the number of calls received and visitors assisted;
• May take messages for City staff;
• Files sensitive client documents and scans appropriately in state database;
• Sort and distribute incoming and outgoing mail;
• Performs translations in bilingual languages (as applicable) and serves as interpreter for residents;
• Prepares the meeting room reservation signage for conference room doors to include workday and after-hours Board and Commission meetings;
• Using Scheduling software, schedules, resolves, and processes consumer appointments and service tickets;
• Prints out service tickets for the next business day, and attaches forms to consumer service tickets;
• Calls consumers two days before to remind them of their upcoming doctor's appointments and to collect feedback on customer service;
• Updates consumer information when there are changes with their address, phone number and insurance information;
• Emails and updates case notes in databases on customer contact and indicate detailed information on discussion;
• Prepares orientation packets for new employees;
• Performs related work as required.

About the Department

The Center for Economic Support provides programs and services for Public Benefits, Community Services, and Employment and Training. Our mission is to provide direct services to City of Alexandria residents in need of temporary assistance with food, shelter, employment and State medical assistance as they strive toward self-sufficiency.

Minimum & Additional Requirements

Some clerical experience and completion of high-school-level courses in bookkeeping, arithmetic and English; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

High School Diploma or GED; College Degree and/or completion of college level courses; At least one year of experience working in a mental health clinic or other healthcare setting; comfortable working around persons with mental disabilities; Bilingual in both English and Spanish (ability to read, write, and speak in both languages).

Notes

This position requires the successful completion of pre-employment background checks including but not limited to: FBI/Federal Records Check; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database; education/certifications; and driver’s license.

Schedule

Monday through Friday, 8:00AM - 5:00PM.