Hiring Range: $33,265.18 to $44,561.92

Full Time or Part Time: Full Time

Additional Detail

The City of Alexandria is bordered by Washington D.C. and the Potomac River, Arlington and Fairfax counties, and Maryland. The small city has a cosmopolitan feel with 150,000 people living within its 15.75 square miles. At the Department of Community and Human Services, we provide essential safety net services to help city residents enjoy a sense of well-being, safety and self-sufficiency. Our behavioral health programs provide compassionate services that support self-determination and recovery. The beauty of our diverse and resilient people and our commitment to race and social equity, coupled with a historic district dating to 1749, charming waterfront, vibrant arts community and unique places for foodies and shopping, make the City of Alexandria a uniquely wonderful place to live, work and play. We invite all qualified candidates to learn more and apply for our Administrative Support II position.

General Statement of Duties:

The Administrative Support II is responsible for facilitating all administrative related work for the Workforce Development Career Center (WDC). The incumbent works under the direction of the Career Center Supervisor and collaboratively with the WDC Leadership team, Employment & Training Specialists, Case Managers, Family Services Specialist, etc. Additionally, the incumbent is responsible for providing administrative support to jobseekers registered with the Workforce Development Center. The incumbent must be 18 years of age or older and available to work up to 40 hours per week. The incumbent should have strong organizational and interpersonal skills. 

Examples of Duties: 

• The Administrative specialist will provide daily support to supervisors, which includes managing all aspects of scheduling meetings (coordinating calendars, room reservations, and assisting with other event logistics).
• Perform several administrative functions (e.g., records management, reception); Rotating between Career Center and Front Desk.
• Track and address building maintenance needs.
• Communicate schedule changes, perform routine office management (serve as back-up receptionist, and career center such as answering phones and directing queries and transfer calls to appropriate staff person.
• Manage electronic communication, order office supplies, and maintain supply inventory.
• Greet and register guests, manage visitor access badges, schedule meetings, reserve conference rooms, arrange and set up catering for meetings and office functions.
• Model outstanding customer service skills with the ability to establish and maintain effective and cooperative relationships interacting in a friendly, service-oriented and professional manner with a diverse population of internal and external customers.
• Operate standard office equipment including printers, copier, fax machine, postage machine, mail slitting machine and scanners.
• Provide support to conduct and evaluate workshops for job seekers covering self-assessment, career research, goal setting, and job search.
• Enter client data and maintain employment information in the Workforce Development Center customer tracking system.
• Review outgoing correspondence and reports for proper format, accuracy, and all coordination of facts in accordance with established policy.
• Support and ensure proper gathering, data entry, analysis, and utilization of customer service data to help improve effectiveness and efficiency of services at front desk and career resource center. 
• Utilize a variety of WDC database resources to serve the clients (Training is provided as needed).
• Perform various duties i.e. data entry, triage visitors, answer phone calls and guide in-person inquiries, maintain calendars with limited supervision.
• Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed).
• Notifies relevant individuals of work progress and inquires as to its status.
• Ensure the presence of up-to-date work-related documentation and record keeping ensuring effective administration and information management.
• Ensure that new members have an office sign posted and maintain the building directory; Order signs as requested by the supervisors.
• Perform other job-related tasks assigned by supervisor.

Essential Knowledge, Skills, and Abilities:

Good knowledge and understanding of customer service, standard operating procedures, office terminology and equipment, and basic knowledge of arithmetic and English; some knowledge of elementary bookkeeping; ability to orally communicate effectively with a diverse public and in a courteous manner; ability to understand and follow oral and written directions; ability to maintain clerical records and prepare reports; ability to make minor decisions in accordance with laws, ordinances, regulations and established policies. Extensive experience in the use of basic Microsoft Office computer software, especially Word and Excel. Ability to work with senior management personnel. Ability to work independently and to complete multiple tasks within tight deadlines. Ability to work effectively as a key member of an administrative support team in a dynamic, fast-paced, demanding environment with frequently changing priorities. Ability to handle matters with discretion and maintain absolute confidentiality in a highly visible office. Computer skills using a variety of professional and financial tools in order to assist clients

Minimum Qualifications: 

Some clerical experience and completion of high-school-level courses in bookkeeping, arithmetic and English; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications:

Fluency in English and bilingual in Spanish, Dari, Pashto, Arabic, and / or Amharic; previous experience working with individuals within the human services arena.