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

An Overview

An Administrative Support IV performs routine secretarial and office management duties for an individual manager or supervisor who is responsible for an operating program or staff function, and who conducts work operations in an independent manner. Incumbents of this class perform regular and recurring office work by preparing and processing correspondence, reports and other material used in office operations. Routine work contacts are mainly with members of the immediate organization and the public seeking information or specific services. Written guidelines are directly applicable to the work at hand. The work is reviewed for compliance with established procedures either by users or when submitted for signature. A member of this class is responsible for performing many of the illustrative examples of work shown below, or an equivalent combination thereof.

What You Should Bring

The ideal candidate should have good knowledge of modern office equipment and methods of operation; some knowledge of office terminology, procedures and equipment, and of basic arithmetic and English; ability to take and/or transcribe dictation when required; ability to communicate clearly and effectively, both verbally and in writing with many different members of the general public; ability to follow complex oral and written directions; ability to maintain complex clerical records and prepare reports from such records; ability to plan and coordinate moderately complex work projects requiring assistance of others; and the ability to make decisions in accordance with laws, ordinances, regulations and established policies and procedures for routine recurring matters.

The Opportunity

• Provide Admin Support to the Director of Vocational Services, Aging Director, DD Residential Director and CM supervisor and staff;
• Provides information and handle issues that may require sensitivity and use of sound independent judgment;
• Talk with persons making complaints or requesting service in person or by phone, and disposes of those cases in accordance with established departmental policies and regulations;
• In the absence of the Director, ensures that requests for action or information which would normally receive the Director's attention are referred to appropriate division heads or staff members who can fulfill such requests, monitors results and decides whether important matters should be brought to the Director's attention;
• Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying jurisdictions and officials to be visited, keeps in touch with the Director while away from the office, writes follow-up letters and submits travel reports for reimbursement of expenses;
• Takes and transcribes high-speed verbatim dictation concerning subjects of a sensitive or highly technical nature, distributes transcribed material and notes salient features for the implementation of necessary action;
• Makes interpretations and recommendations for improvement of work operations, planning, organization and administration;
• Prepares manuals and other formal statements of improved procedures, methods and systems of program operations;
• Maintains files, records and logs showing status of various matters, maintains accountability of file materials, searches for, assembles and summarizes information from files, and ensures that all documents are properly signed;
• Answer multiple phones, handle or transfer as appropriate;
• Performs related work as required.

About the Department

The Center for Adult Services (CAS) provides programs and services in Aging; Adult Protective Services; Clinical & Emergency Services; and Community & Residential Support Services for seniors and for persons with mental illness, intellectual disabilities and substance use disorders. CAS provides compassionate and effective person-centered services based on best practices. Our teams support self-determination, safety and recovery for Alexandria residents affected by abuse, neglect, mental illness, intellectual disabilities and substance abuse disorders.

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

Two-Year College Degree; At least four years of experience and/or knowledge of office management practices and procedures, including good knowledge of word processing.

Notes

This position will close on the above listed date or once 100 applications are received, whichever comes first.

This position requires the successful completion of pre-employment background checks including but not limited to: Criminal 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, with occasional weeknights, weekends and holidays as needed. As an essential employee, staff will be expected to be at work during weekends, holidays, or inclement weather if they have been scheduled.