Temporary Administrative Support III - Records Clerk



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 this Temporary Administrative Support III - Records Clerk position within the Department of Planning & Zoning (P&Z).

An Overview
This temporary Administrative Support III - Records Clerk position will be responsible for undertaking a phase of the Department of Planning & Zoning’s (P&Z) Records Management Project The position will report to the Boards and Commission Unit (BCU) Manager and will work with that person along with other members of BCU. The work consists of records management, quality control, electronic scanning, archiving and coding in accordance with digitized system requirements, City policy and procedures, and legislative requirements. The work requires a high degree of accuracy and attention to detail due to potential un-remediable effects. Duties may also include researching and verifying information from different sources. An orientation to the responsibilities, processes and procedures will be provided.

What You Should Bring:
Knowledge of and ability to quickly learn Federal, State and City regulations and Codes and P&Z general procedures applicable to record keeping and the dissemination of sensitive and classified information; good knowledge of office methods, procedures, and equipment, including filing and cross indexing systems; skill in communicating courteously and effectively, both verbally and in writing, with a diverse public; ability to complete arithmetic computations accurately; ability to perform tasks under pressure and within assigned deadlines; ability to follow verbal and written instructions.

The Opportunity

• Demonstrates a working understanding and complies with City and State laws, regulations and Codes regarding records management;
• Performs routine tasks, i.e., organizing, packing, indexing and delivering of records and files for archiving;
• Maintains a log of all files transferred to Archives in accordance with City procedures;
• Ability to effectively utilize various data bases such as Laserfische and APEX (the City’s land use management system);
• Knowledge of and operates electronic scanning software and hardware to digitize paper records and other documents;
• Completes index logs and automated records as required to document archived records;
• Completes all functions related to the destruction of outdated materials, this includes pulling files, consolidating them in a staging area, properly labeling the boxes for destruction, scheduling pickup, and all other associated clerical procedures to document the destruction;
• Researches various sources, evaluates the accuracy and completeness of data;
• Updates and researches computer records by conducting extensive searches for records requested and to determine what documents and files exist in response to information requests from authorized users;
• Proofreads documents for accuracy, and makes corrections to database system;
• Assists with training coworkers in use of the electronic records system, answers questions, and assists with providing customer service; and
• Performs related work as required.

About the Department The Department of Planning and Zoning works closely with communities to carry out the City's Strategic Plan, fostering equitable, amenity-rich neighborhoods. In developing neighborhood plans, reviewing development proposals, 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; three years of responsible clerical experience, including one year of experience at the level of Administrative Support II; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Two years or more of office experience performing records management responsibilities using an alpha/numeric electronic filing system and related software. Two or more years of experience working with the public. Ability to perform tasks under pressure and within assigned deadlines. Ability to follow verbal and written instructions. Provides a high degree of accuracy and attention to detail. Thorough knowledge and proficiency in Microsoft Office programs such as Word and Excel and Abode Suite Programs, in addition to related records management software programs, including scanning programs and devices and Laserfiche, and the ability to readily assimilate processes and systems related to records management.

Notes

This is a non-benefitted position scheduled to end on June 30, 2022.

This position requires the successful completion of a pre-employment Criminal Records Check.