Overview

Supervisory Administrative Support Jobs in Alexandria at City of Alexandria, VA

Supervisory Administrative Support

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

This position will play a crucial role in providing administrative support to ensure the smooth operation of various Division of Aging and Adult Services programs and Division of Clinical and Emergency Services. In addition to general administrative tasks, this role will also involve program administration responsibilities, contributing to the planning, coordination, and execution of various programs and activities for our clients.


What You Should Bring
The ideal candidate will have thorough knowledge of business management procedures and office equipment, including a thorough knowledge of information systems; some positions may require ability to take and transcribe dictation by use of either shorthand notes or electronic recording machines; ability to communicate effectively, both verbally and in writing; ability to prescribe and carry out instructions for preparation of complex records and reports; ability to make decisions in work situations where errors could be costly; ability to work with a variety of staff at all levels in a professional environment; experience providing information and/or assisting clients and the general public, ability to plan, organize and direct the work of others.

The Opportunity

General Administration:
  • Manage front desk operations, including answering phones, greeting visitors, and responding to inquiries.
  • Maintain accurate client records and databases, ensuring confidentiality and compliance with regulations in Peerplace.
  • Assist with scheduling appointments and managing client intake processes for the Seniors Farmers Market Program.
  • Handle incoming and outgoing correspondence, including mail and email, and distribute to appropriate staff members for the Department of Community and Human Services.
  • Order office supplies and maintain inventory levels to support daily operations.
  • Provide administrative support to staff members as needed, including scheduling meetings and preparing documents.
  • Assist with collection of receipts for P-card reports if needed.
  • Attending as staff Liaison with Commission on Aging responsibilities including but not limited to attending regular monthly meetings, printing agendas and scheduling special events via Outlook.

Program Administration:
  • Collaborate with program directors to develop and implement engaging activities and events for clients.
  • Assist in the planning and coordination of program specific outreach and execution.
  • Maintain program calendars and schedules, ensuring accuracy and timely communication to external stakeholders and staff.
  • Coordinate with external vendors and community partners to arrange special events and guest speakers.
  • Collect feedback from DAAS clients to evaluate program effectiveness and make recommendations for improvements.
  • Assist in monitoring program budgets and expenditures, ensuring resources are allocated efficiently in coordination with the Long Term Coordinator.

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

Four-Year College Degree; have at least two (2) years of supervisory experience providing direct supervision of administrative support and or customer service staff. five years of progressive experience in a position providing support for a Director and Senior level staff; completion of college-level courses in Business Administration/Management or Public Administration; knowledge of real estate principles, information systems, accounting/finance, human resources and records management systems and ability to research information; knowledge of legal documents, experience working with contracts and agreements. Ability to work independently and to use judgment within established procedures; experience preparing reports; ability to plan, lead or direct the work of others; ability to work with a variety of staff at all levels and to handle assignments across Divisions and Functions and to work as a team; Laser fiche/Document Imaging and/or equivalent systems. Possession of a valid drivers 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 City of Alexandria is an Equal Opportunity Employer and values diversity in its workforce. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, military status, or disability.

Title: Supervisory Administrative Support

Company: City of Alexandria, VA

Location: Alexandria

 

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