Administrative Support III

Location
Alexandria, VA
Salary
$33,679.88 - $46,154.42 Annually
Posted
May 15, 2021
Closes
May 31, 2021
Ref
2021-00550
Function
Administrative
Hours
Full Time
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 our Administrative Support III position.

An Overview

The Administrative Support III is the first point of contact for clients and visitors who check-in at the front desk or call by phone. This position requires the exercise of good judgment in the application of prescribed procedures and methods to routine matters, attention to minute detail and extreme punctuality. The work may be performed under close or general supervision by an immediate supervisor.

What You Should Bring

The ideal candidate should have thorough knowledge of office terminology, procedures and equipment and basic arithmetic and English; good knowledge of elementary bookkeeping; skilled in communicating courteously and effectively, both verbally and in writing, with a diverse public; ability to follow complex, verbal and written directions; ability to get along well with others; ability to maintain complex-clerical records and prepare reports from such records; ability to make decisions in accordance with laws, ordinances, regulations and established procedures where errors could easily result in adverse public reactions or additional costs to the City government; ability to plan, train, and supervise the work of others.

The Opportunity
  • Receives the public, answers their questions, and notifies staff of client arrivals;
  • Notifies Emergency Services staff of walk-in consumers who may need immediate help;
  • Answers the main and emergency phone lines, screens and directs incoming calls to the appropriate person;
  • Takes down messages for staff;
  • Using scheduling software, schedules/ reschedules/cancels/confirms doctor appointments for consumers;
  • Maintains appointment list of consumers seen bi-weekly and monthly;
  • Prepares service tickets for the next business day;
  • Resolves daily service tickets using Credible Scheduler;
  • Keeps people informed when they are waiting so they know what to expect;
  • Updates client’s contact information in the system when there is a change;
  • Collects payments from consumers, enters payments in the system, and provides a receipt;
  • Makes copies of consumer’s insurance card(s);
  • Calls consumers two days before their scheduled doctor’s appointment to remind them of their appointment;
  • Mails appointment notification to consumers
  • Make photocopies of frequently used documents (as needed);
  • Updates contact list of frequently used numbers at the front desk;
  • Works cooperatively with the evening shift front desk Secretary and Medical Director to address and resolve scheduling problems;
  • Maintains a professional, uncluttered, and clean image at the reception & consumer waiting room;
  • Protects confidential material, keeping it out of eyesight of consumers or unauthorized staff;
  • Stays abreast of any changes in front desk procedures and respond accordingly;
  • Provides feedback to supervisor on any problems, trends, or ideas to improve front desk operations;
  • Performs 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

High School Diploma or GED;three years of responsible clerical experience, including one year ofexperience at the level of Administrative Support II; or any equivalentcombination of experience and training which provides the required knowledge,skills and abilities; Valid Driver’s license.

Preferred Qualifications

Two-year college degree; one or more years ofexperience in a capacity working around persons with mental disabilities.Experience in communicating courteously and effectively, both verbally and inwriting, with a diverse public; and ability to follow complex, verbal andwritten directions and execute complex appointment scheduling and maintainrecords.

Notes

This position requires the successful completion ofpre-employment background checks including but not limited to: Criminal RecordsCheck; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database;education/certifications.

Schedule:

Monday through Friday, 8:00AM - 5:00PM. As an essential employee, staff will be expected to be at work during weekends, holidays, or inclement weather if they have been scheduled.

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