Administrative Analyst

Location
Alexandria, VA
Salary
$38,660.18 - $63,548.74 Annually
Posted
Apr 11, 2019
Closes
Apr 11, 2019
Ref
2019-00276
Function
Administrative
Hours
Full Time
Administrative Analyst

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 Administrative Analyst position.

An Overview
The City of Alexandria's Finance Department is looking for a precise, thoughtful, and customer service oriented Administrative Analyst to join our team. As a member the Real Estate Division, the Administrative Analyst supports the day-to-day operations of the City's real property assessment operation. Real property taxes are the City's single biggest source of revenue, generating more than $500 million each year that the City Council uses to pay for everything from public schools to police officers and firefighters to street repair to social workers to parks and community centers. The amount of Alexandria residents and businesses' annual real property tax is determined by the assessed value of their properties, as set by the staff of the Real Estate Division, under the supervision of the Assistant Finance Director for Real Estate, who serves as the City's assessor.

The Administrative Analyst is a critical role that acts as the link between the public and the City, ensuring that residents and businesses are kept informed of changes to the assessed value of their properties. If questions or concerns arise from those changes the Real Estate Division staff will rely on the Administrative Analyst to provide them with all relevant information so they are able to issue timely and accurate responses. In addition, the Administrative Analyst acts as a check on the quality and accuracy of data in the Real Estate Division's software systems. This work requires skill with the complex financial software systems, speed and accuracy in data entry, and flexibility to modify processes that changes in technology may require. The Administrative Analyst performs their work under the general supervision of the Assistant Finance Director for Real Estate.

What You Should Bring
The ideal candidate is a detail-oriented self-starter who is eager to serve as a critical hub in a small, tight-knit office environment. Additional skills and abilities include:
  • Knowledge of modern office management best practices;
  • Knowledge of day-to-day complex professional computer system management, including data entry, running reports, identifying errors, and proving that all accounts are in balance;
  • Skill performing accurate, timely data entry;
  • Skill with Microsoft Excel, including tables, SUM functions;
  • Skill with Microsoft Word, including mail merge;
  • Skill with Adobe Acrobat, including OCR;
  • Ability to effectively manage one's time and prioritize in an environment in which large volumes of work may come in all at once and require immediate triage, while ensuing that ongoing routine tasks continue unaffected;
  • Ability to maintain logical, well-organized files, both paper and electronic;
  • Ability to provide high quality, responsive customer service and to deescalate potentially tense interactions with members of the public;
  • Ability to read and understand government documents and explain government regulations in plain language.

The Opportunity - Examples of Work
  • Maintain accurate and well-organized files, including both legacy paper files and electronic files using Laserfiche, the City's electronic file storage solution;
  • Update data in the Real Estate Division's two assessment software systems, RealWare and REAVCS, based on changes approved by appraisal staff;
  • Process daily mail including flagging critical correspondence, routing routine requests, and answering common questions personally;
  • Produce daily correspondence related to changes in the assessed values of Alexandria residents and businesses' properties;
  • Utilize Crystal Reports to execute daily change report comparing data in the Real Estate Division's two computer systems, identify any errors, and identify the staff member responsible for addressing them;
  • Assist the public, both in-person, on the phone, and over email, with general questions related to the assessed value of properties in the city;
  • Coordinate the Real Estate Division's two large annual public mailings, the Assessment Notice and the Income and Expense Statement, working directly with the Assistant Finance Director for Real Estate, the Finance Director, and the City Manager's Office;
  • Assist Division staff with the annual Board of Equalization process, including supporting temporary Board Clerk, scheduling, document production, and day-of coordinating;
  • Performs related work as required.

About The Department
The City of Alexandria's Finance Department is a fast-paced, diverse, and customer service focused operation that serves both members of the public and the other departments of the City itself. The Finance Department has seven divisions and in fiscal year 2019 is operating with a total budget of $13.5 million and 104.25 FTE positions. The main responsibilities of the Finance divisions are as follows:
  • The Revenue Division assesses personal property (car tax), meal sales, transient lodging and other taxes, as well as issuing business and professional licenses;
  • The Treasury Division bills, collects, invests, and manages all City monies;
  • The Real Estate Assessments Division appraises each parcel of real estate in the City, the value of which is used to bill for the real estate tax;
  • The Purchasing Division is responsible for centralized City procurement;
  • The Accounting Division maintains records on the financial operations of the City and prepares the City's monthly and annual financial reports;
  • The Pension Division manages pension plans for City employees; and
  • The Administration Division provides executive-level strategy and direction via the Director and Deputy Director and also administers the department's budget, human resources, and performance management. This division also provides risk management services for the City and manages the City's enterprise resource planning (ERP) system, Munis.


Minimum & Additional Requirements

Completion of college-level courses in English, report writing, arithmetic, and bookkeeping; at least three years of experience in performing responsible clerical or technical work some of which involved work performed at a level equivalent to Administrative Support IV (GS-10); or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Associate's degree; experience performing high volume, accurate data entry; experience managing a complex computer system in a professional setting (e.g. Quickbooks, complex work order systems, complex timekeeping systems, etc.); experience performing mail merges; experience transitioning filing systems from paper to electronic format.

Notes

This position requires the successful completion of pre-employment background checks including but not limited to drug testing, criminal background.

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