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Supervisory Administrative Support

Employer
City Of Alexandria Virginia
Location
Alexandria, VA
Salary
$46,758.92 - $64,074.40 Annually
Closing date
Nov 6, 2019

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Job Details

Supervisory Administrative Support

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 our Supervisory Administrative Support position.

An Overview
The Supervisory Administrative Support position oversees that management functions in the Department's Mental Health Outpatient Clinic and is responsible for supervision of customer service staff in the Clinical & Emergency Services Division (C&ES). Additional responsibilities include providing direct support to the Director of Clinical and Emergency Services and the Medical Director as well as other C&ES staff members. The Supervisory Administrative Support is responsible for assuring adequate front desk & phone coverage during clinic hours; completing reports and correspondence; data entry; scheduling psychiatric appointments; maintaining the Psychiatric Phone Call Reminder Schedule ; reporting building maintenance problems and requesting repairs; serving as the point of contact for the Alexandria Neighborhood Health System Inc. (ANHSI); and management of city vehicle and conference room reservations. Work involves making independent decisions on problems encountered within a delegated scope of activity and with personal responsibility for the effect of such decisions on operations. The work is performed under general supervision of the C&ES Central Support Supervisor.

What You Should Bring
The ideal candidate will have good knowledge of modern office equipment and methods of operation; some knowledge of office terminology, procedures and equipment, ability to maintain complex records and prepare reports from such records; and the ability to make decisions in accordance with laws, ordinances, regulations and established policies for routine recurring matters. The candidate will have good knowledge of the principles and practices of public administration; good knowledge of municipal finance accounting, budget preparation, human resource management, and methods of report presentation; and the ability to interpret and apply policies and procedures, to analyze financial data and automated system reports and to perform basic mathematical calculations.

The Opportunity
  • Exercise full supervisory authority of customer service staff performing specialized activities;
  • Recruit, hire, train, and supervise customer service staff;
  • Conduct performance evaluations, approve time; address performance issues, give constructive feedback, recommend discipline when necessary;
  • Serve as back-up front desk receptionist and/or phone operator;
  • Provide high level assistance to the Division Director, Medical Director, and C&ES professional staff in helping to organize and carry out a broad range of responsible Administrative functions in support of programs, projects and services for the Citizens of Alexandria;
  • Assist with the installation of new programs, procedures, and methods as it relates to front desk operations and other administrative functions;
  • Resolve scheduling conflicts and errors for the doctors in the outpatient clinic;
  • Serve as the Alexandria Neighborhood Health System Incorporated (ANHSI) point of contact in the Department;
  • Manage city vehicle reservation system
  • Oversee maintenance and care of city vehicles; drive city vehicles to Fleet Services for service and/or gas tank-fill out;
  • Receive and inspect incoming mail and route to appropriate staff;
  • Manage the ordering and restocking of office supplies and equipment;
  • Perform related work as required by supervisor.
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

Two-Year College Degree; three years of responsible administrative experience providing support to a Director or Senior Professional; five years of responsible secretarial experience, including three years of experience in office management activities that involved coordination of complex office services including some experience planning, laying out the work of others or leading projects; excellent organizational skills; completion of college-level courses in Business Management or Administration including courses in English, Mathematics, Real Estate; excellent written and verbal communication skills; good computer skills: experience with MS Office, Kronos/Payroll, Lotus Notes and databases and spreadsheets; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Three or more years of supervisory experience, supervision of at least 3 or more administrative staff; Two or more years of experience providing administrative support to medical staff, such as psychiatrists; Two or more years of experience scheduling a high volume of medical appointments; Advance level proficiency (5+ years) with Microsoft Excel, Publisher, Word, and Outlook; Experience working around persons with mental disabilities or substance abuse issues; Valid Driver's License.

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. As an Essential Employee, staff will be expected to be at work during weekends, holidays, or inclement weather if they have been scheduled.

Schedule: Monday- Friday, 8:00AM - 5:00PM

Company

The City of Alexandria is an award-winning, innovative, and progressive local government that brings together elected leaders, residents, businesses, and staff to foster a thriving community.  We are an independent, full-service city, providing the services typically operated by both counties and cities in areas such as public safety, transportation, human services, parks and recreation, planning, and administration. We offer a wide range of exciting career opportunities in a variety of fields, with the resources and expertise to succeed.  In Alexandria, employees are our most important asset, and we work hard to create and support a culture that delivers excellence through the shared values of respect, integrity, teamwork and continuous improvement.

Our employees have access to excellent medical, dental, vision, life insurance and other benefits.  Alexandria provides a defined-benefit pension and offers six weeks of paid parental leave to employees who become parents through birth, adoption or foster care.

We offer a robust wellness program, interdepartmental rotation program, tuition assistance funding and professional development program that helps employees obtain the knowledge, skills, qualifications and experience to enhance their professional and personal growth.

With a population of approximately 160,000 and a land area of 16 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Located on the Potomac River across from Washington, D.C., Alexandria is known for its beautifully preserved 18th- and 19th-century architecture, charming waterfront, high-tech economy, vibrant retail and restaurant corridors and diverse neighborhoods. We are a unique and historic community, and we continue to innovate for the 21st century.

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