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. 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 an Administrative Analyst position within the Department of Planning & Zoning (P&Z).

An Overview
The Administrative Analyst performs staff functions involving the performance of analytical and routine responsible administrative work in support of P&Z. The position is part of the Administrative Services Unit (ASU) Team within P&Z. The principal responsibility of this position is to support the ASU Team under the supervision of the Administrative Services Manager. The incumbent will use strong organizational, customer service, analytical and technical skills in the effective operation of the office, in anticipating and responding to the needs of both internal and external customers, in resolving customer concerns, in updating and improving procedures and processes, in preparing fiscal reports, in assisting with community outreach strategies, tools and events, in scheduling meetings and in preparing meeting materials and related logistics, and in other duties as required.

What You Should Bring
The ideal candidate will be a team player with a positive attitude who is a high-energy, extremely organized professional who excels in a fast-paced, challenging environment, working with a variety of professionals, and handling a wide array of tasks from basic administrative duties to community outreach activities to the compilation of data and analysis. The ideal candidate must readily understand the importance of sharing and updating the ASU Team on his/her assigned work in order to support the flow of information and work within ASU. It is therefore critical that the ideal candidate will have exceptional oral and written communication skills; in addition the incumbent must demonstrate strong research, financial analysis and organizational skills; proficient Microsoft Office Suite (Word, Excel and Power Point), Website and Outlook skills; be highly reliable and punctual and bring 3-5 years of internal and external customer relations and community outreach skills.

The Opportunity

• Manage and report weekly on Freedom of Information Act (FOIA) activities;
• Manage and report weekly on other customer inquiries/requests activities;
• Assist with financial management such as recording application permit fees; preparing and tracking fee deposits; and collecting and presenting data in spreadsheet and other formats for budget development and for other financial management related analysis;
• Serve as the P&Z point of contact for information technology issues and initiatives and track, maintain and coordinate upgrades of computer equipment and software;
• Review administrative and operational processes in P&Z 's Resource Guide; ensure conformity with City policy; and draft updates as needed to maintain the Guide;
• Review and assist with improvements to internal administrative regulations and procedures;
• Information and financial data gathering, tracking and reporting;
• Provide assistance with preparation of logistics for internal and external special events, and for community outreach activities; and with long-range neighborhood planning related meetings and activities;
• Assist in the development and posting of content for P&Z's website, and with the facilitation of general information sharing through other electronic and non-electronic formats for internal and external customers; and assist the Communications Officer in general with other key aspects of a P&Z Communications Plan;
• Manage the front office functions: provide customer service to visitors, City residents and other departments in person, by phone or electronic submission; manage conference rooms, and reception area;
• Provide staff support including managing calendars, scheduling internal and community meetings, and completing and distributing minutes;
• Order and maintain inventory of office supplies;
• Coordinate with General Services on matters relating to facility maintenance, printing, mailings and other areas for which General Services has responsibility; and
• Perform other related duties as assigned.

About the Department
The Department of Planning and Zoning 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

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

At least two years of college and five years of work experience performing responsible administrative/analytical work, including answering phones, undertaking financial data and information gathering and reporting, providing customer service to the public and implementing and maintaining general office processes and procedures. One year of experience working with a diverse public, responding to queries, and knowledge and skills in public outreach principles, tools and techniques. The ability to support staff with internal and external meeting/event planning activities including large community meetings; and proficiency with Microsoft Office Suite programs (Word, Excel and Power Point), Outlook and Adobe Suite products. Familiarity with the development of public facing website content; strong organizational skills for records management pertaining to electronic administrative files and hard files; strong communication skills--both verbal and written; a strong team player and the ability to work well with a variety of professionals and public stakeholders; or a combination of training and experience.

Notes

This position requires the successful completion of pre-employment background checks.