Temporary Administrative Support III

Alexandria, VA
$15.72 - $18.56 Hourly
Aug 15, 2019
Aug 29, 2019
Full Time
Temporary Administrative Support III

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 square miles in the city 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 Temporary Administrative Support III position within the Department of Planning & Zoning (P&Z),

An Overview
The position is anticipated to extend three months, and the incumbent will work in the Boards and Commission Unit (BCU) of P&Z with primary responsibility for implementation of a stage of P&Z's records management program. The Commonwealth of Virginia requires jurisdictions to maintain public records pursuant to the provisions of the Virginia Code, and Alexandria has developed procedures for implementing those provisions. The City must follow these procedures in properly archiving public records. If some documents are eligible for destruction, under provisions set by the Virginia Code, then the City must follow the designated procedure for doing that as well.

What You Should Bring
For this position, a person must be detailed oriented, highly organized, have keen knowledge and experience with record management systems, and document imaging software/technology, and have the ability to interpret and apply governmental regulations and procedures. The person must also be able to work at a fast and proficient pace and interface with a number of internal and external staff who are integral to the successful implementation of this stage of P&Z's records management program. The project will entail preparing land use case files for archiving by compiling all related and required information in one hard copy file, scanning it electronically, and then preparing the hard copy files for transmittal to the City's Archives and Records Center.

The Opportunity
  • Following the guidance of the BCU Manager, set a target goal for the amount of land use cases which P&Z is seeking to store under this three-month stage of its records management program;
  • Become familiar with materials and procedures relating to the Commonwealth's and the City's recordkeeping regulations and requirements and meet with the City's Archives and Records Center staff to ensure an understanding of such regulations and requirements;
  • Communicate and meet with P&Z project staff and others to ensure targeted case files are complete in terms of content and scan all relevant materials for each case file into a database retention system using the appropriate software/technology;
  • Prepare the hard copies of each case file for archiving by following the City's recordkeeping procedures;
  • Transmit all files to Archives and file transmittal sheets within BCU electronic folders to ensure ready access in the future;
  • Collaborate with staff to update as needed P&Z's recordkeeping policies and practices;
  • other duties as assigned.

About the Department
P&Z works closely with communities to carry out the City's Strategic Plan, fostering amenity-rich, service-oriented and equity-balanced neighborhoods; protecting historic and cultural resources; and supporting diverse and creative businesses. In developing neighborhood plans, reviewing development proposals, and promoting economic vitality, we continue our commitment to collaborate with all stakeholder groups to honor the character of each neighborhood and to strengthen and sustain them, and Alexandria as a whole, for now and in the future.

Minimum & Additional Requirements

High School Diploma or GED; three years of responsible clerical experience, including one year of experience at the level of Administrative Support II; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

High School Diploma and two-three years of experience in providing administrative support at the Administrative Support II level, with skills and proficiency in MS Office Suite products; Laser Fiche software; Scanning Machines; and/or other document imaging technology for recordkeeping; strong organizational and communication skills and the ability to work well with others. Or, an Associate Degree in Business Administration and one year of demonstrated proficiency in MS Office Suite products; Adobe Products; Laser Fiche, Scanning Machines; and/or other document imaging technology for recordkeeping; strong organizational and communication skills and the ability to interpret regulatory procedures. Or, an equivalent combination of experience and training.


This is a temporary, non-benefitted position scheduled to end in late December 2019.

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