Job Description

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 reports to the Administrative Services Manager and is fully responsible for front desk functions such as greeting customers and responding to inquiries/concerns, answering phones, opening and distributing mail, and ordering and maintaining supplies; coordinating facility maintenance activities and maintaining copiers and other equipment; creating and maintaining databases; assisting with the needs/requests of internal customers; assisting with updating and improving administrative procedures and processes through research and analysis; preparing meeting materials and logistics; assisting with presentations and assisting with emergency preparedness plans and activities.

What You Should Bring
For this position, the successful candidate must be highly punctual and reliable with the ability to work during normal office hours; be detailed-oriented, self-motivated, and be a team player who is a high-energy, personable and customer-oriented professional. The individual must be comfortable with and enjoy the front desk experience, interfacing with a variety of professionals, officials, and members of the public. Knowledge and experience in office processes and procedures; proficient Microsoft Office Suite and Adobe Suite programs; proficiency with data base and records management systems; a demonstration of exceptional oral and written communication skills along with proven customer service skills and experience.

Preferably, the ability to speak, read and translate Spanish (verbal and written) and experience with utilizing community outreach tools (internet, external website, intranet, and social media, etc.)

The Opportunity

Duties will include:

• Answer and direct phone calls with strong telephone decorum; greet and provide assistance to visitors; provide exceptional customer service in person, by phone or electronic submission,
• Manage and report on weekly Customer Call Center (Alex311) requests sent to P&Z, while providing support for Freedom of Information (FOIA) when necessary;
• Assist with financial management such as processing and tracking application permit fees; sales of City map; and assisting in 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; and draft updates as needed.
• Provide assistance with preparation of logistics for internal and external special events, and for community outreach activities;
• 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;
• 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;
• Assist the internal Emergency Preparedness Team; and
• Perform other front desk administrative related duties as assigned.

About 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 of experience and/or development/execution of administrative organizational management practices and procedures, proficient in Office Suite and Abode Suite programs; excellent writing and verbal communication skills; strong organizational and time management skills and familiarity with a variety of communication tools - internet, intranet, external 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 multi-task and prioritize work 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; ability to efficiently process requests from the public made through a customer request portal and in person; experience and knowledge of the federal Freedom of Information Act (FOIA); 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 pre-employment background checks, to include but not limited to a criminal background screening.

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