Administrative Support III

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 possess 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.

The Opportunity

• Provides outstanding customer service to callers and visitors; 
• Maintains daily, monthly, and annual records; 
• Maintains complete, organized, accurate and up-to-date databases; 
• Answers the main and emergency phone lines, screens and directs incoming calls to the appropriate staff;
• Position fill and backup support for other Administrative Support position; 
• Receives the public, answers their questions, and notifies staff of client arrivals; 
• Collects payments from consumers, enters payments in the system, and provides a receipt;
• Protects confidential material, keeping it out of eyesight of consumers or unauthorized staff;
• Provides feedback to supervisor on any problems, trends, or ideas to improve front desk operations;
• Manages conference room reservations; responds to requests & inquiries regarding conference rooms availability; 
• Drives city vehicles for business reasons such as to the carwash and Fleet Services for maintenance;
• Schedule, confirm, and cancel appointments for the Psychiatric Division;
• Order supplies;
• Performs related work as required.

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.

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.

Two-year college degree; one or more years of experience in a capacity working around persons with mental disabilities. At least one year of experience in communicating courteously and effectively, both verbally and in writing, with a diverse public; At least three years of professional experience working with Microsoft Office. At least one year of experience with Purchase Card usage/administration. Must have a valid 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. At least two (2) years of experience in an Administrative Support or similar type position. Bilingual. 

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

Schedule:

Monday, Tuesday, Thursday and Friday – 8:00am – 5:00pm

Wednesday’s – 10:30am – 7:00pm