Administrative Support IV

Location
Alexandria, VA
Salary
$36,917.92 - $49,452.52 Annually
Posted
Sep 25, 2021
Closes
Oct 11, 2021
Ref
2021-00598
Function
Administrative
Hours
Full Time
ADMINISTRATIVE SUPPORT IV


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 160,000 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 an Administrative Support IV position within the Department of Planning & Zoning (P&Z).

An Overview
The Administrative Support IV plays an integral role within the Administrative Services Unit within the Leadership and Management Services Division of P&Z. This position will perform routine office staff assistance functions involving the performance of analytical and routine responsible administrative work in support of the Department of Planning & Zoning (P&Z). The principal responsibility of this incumbent is to support the Leadership and Management Support Services Division under the supervision of the Administrative Services Manager. The incumbent will use strong decision-making 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 through research and analysis; in preparing financial and fiscal reports; in record management; in preparing meeting materials and logistics; and in preparing and making presentations.

What You Should Bring
For this position, the administrative professional must be detailed-oriented, self-motivated, 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 complex analysis. K nowledge and experience in office processes and procedures; proficient Microsoft Office Suite skills ; proficiency with data base and record management systems; and demonstrate exceptional oral and written communication and presentation skills along with incomparable customer service skills. The ideal candidate will also have exceptional oral and written communication strong research, financial development, and management skills; proficient Microsoft Office Suite skills; and 3-5 years of internal and external customer relations management experience and public and community outreach skills. Must also be experienced in working effectively with internal and external customers including a diverse public. Ability to speak and translate Spanish (verbal and written) and experience with utilizing community outreach tools (internet, website, and social media, etc.) for coordinating community meetings are preferred.

The Opportunity
As the front desk administrative professional, the position is the face and phone voice of the organization and, thus, this position requires strong customer service and strong administrative/organizational management skills. P&Z is fast-paced, and the incumbent must be able to multi-task, be self-motivated, use strong judgment and use all other skills as noted.

Duties will include:
  • Manage the front office functions: provide exceptional customer service by phone or electronic submission, including, but not limited to, answering phones and greeting visitors with a strong telephone decorum; preparing and distributing mail; processing facility, equipment and surplus office needs; maintaining office supplies inventory and maintaining conference space and schedules.
  • Manage and report on weekly Customer Call Center (Alex311) requests sent to P&Z, while providing support for Freedom of Information (FOIA)
  • Assist with financial management such as recording application permit fees; sales of City map; 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.
  • Review administrative and operational processes in P&Z 's Resource Guide; ensure conformity with City policy; and draft updates as needed.
  • Collect and maintain various forms of financial and technical data and organize and store such data through records management systems.
  • Assist P&Z with planning and executing community outreach activities and meetings. Provide assistance with preparation of logistics for internal and external special events, and for community outreach activities;
  • Coordinate American Disability Act (ADA) and translation needs for meetings through external services and if bilingual provide in person and written translation services as may be needed.
  • Provide staff support including scheduling meetings, room reservations, completing and distributing minutes, researching and reporting items;
  • Play a lead role in coordinating employment engagement events and information.
  • Serve as a back-up to the Administrative Analyst assigned to the Neighborhood Planning and Community Development Division of P&Z in addition to ordering and maintaining inventory of office supplies;
  • 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;
  • Coordinate with General Services on matters relating to facility maintenance, printing, mailings and other areas for which General Services has responsibility;
  • Perform other related duties as assigned.


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; at least two years of responsible clerical experience, including some experience in office management activities that involved provision of basic secretarial services such as typing, stenography, filing, reception or preparing reports and correspondence at a level equivalent to Administrative Support III; and completion of high-school level courses in general studies, including English; or any equivalent combination of experience and training which provides the required knowledge, skills and ability.

Preferred Qualifications

Two-Year College Degree; four-years experience and/or development/execution of administrative/organizational management practices and procedures, including good knowledge of Microsoft Office Suite and Abode Suite programs; strong writing skills and familiarity with a variety of communication tools - internet, websites, social media, etc.; One year of experience working with a diverse public and responding to queries; good use of judgment and initiative; ability to verbally communicate courteously and effectively with the public and internal customers; ability to follow complex, verbal and written directions; proven ability to perform multiple tasks within short deadlines; ability to maintain financial and administrative records and prepare reports from such records; ability to make recommendations in accordance with laws, ordinances, regulations and established procedures; bring ability to efficiently process requests from the public made through a customer request portal and in person; bring experience and knowledge of the federal American Disabilities Act (ADA) and the federal Freedom of Information Act (FOIA); and bring experience in surplus, facilities, and technology management; ability to plan and coordinate moderately complex work projects requiring assistance of others; and demonstrated experience in organizing/executing logistics for community events and for planning/executing staff engagement activities. Fluency in Spanish preferred.

Notes

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

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