Supervisory Administrative Support

Location
Alexandria, VA
Salary
$46,758.92 - $64,074.40 Annually
Posted
Sep 16, 2021
Closes
Sep 30, 2021
Ref
2022-00098
Hours
Full Time
Supervisory Administrative Support

(2 Full-Time Positions)

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 positions.

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 at 720 N. Saint Asaph Street. 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 timecards; address performance issues, give constructive feedback, recommend discipline when necessary;
  • Ensure adequate front desk & phone coverage during business hours of Monday through Wednesday from 8:00 a.m. to 9:00 p.m. & Thursday - Friday 8:00 a.m. to 5:00 p.m.; 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 conference room schedules, room set up, and maintenance of conference room supplies and equipment at 720 N. Saint Asaph Street;
  • Manage city vehicle reservation system at 720 N. Saint Asaph Street; oversee maintenance and care of city vehicles; drive city vehicles to Fleet Services for service and/or gas tank-fill out;
  • Enforce the parking policy at the Department’s outpatient clinic;
  • Maintain an up-to-date staff telephone list for 720 N. Saint Asaph Street;
  • Submit work orders to the Department facility maintenance staff; monitor work orders for timely completion;
  • Receive and inspect incoming mail and route to appropriate staff;
  • Maintain and archive files, records, and logs of various matters; maintain accountability of file materials;
  • Manage the ordering and restocking of office supplies and equipment;
  • Type, proofread, and compose letters, memoranda, reports, forms, policies, etc.
  • Handle time sensitive and confidential information;
  • Participate on the Department Safety Committee;
  • Conduct surveys and collect information on operational and administrative problems, analyze findings, present practical solutions to problems;
  • Attend meetings, make suggestions for improvement in office administrative procedures to improve efficiency;
  • 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; have a 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 through Friday, 8:00AM - 5:00PM. The incumbent must be available on short notice to serve as back-up Front Desk Secretary, Monday through Wednesday, from 5:00PM to 9:00PM, as needed.

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