Administrative Support II

Administrative Support II

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.

The work includes the performance of clerical and office related tasks to support the daily operations of the Child Welfare Services (CWS) program and its staff.

Examples of Duties

• With other Administrative Support staff, maintains presence at CWS front desk, welcomes visitors to the reception area, and addresses their needs. Maintains the professional environment of the CWS reception area and keeps available resources up to date.
• Coordinates the record retention and case filing for assigned program area. Prepares reports, letters and other documents for CWS management/supervisory team and staff. Maintains notary commission and notarizes documents for staff and family members.
• Completes copy requests and assists staff to assemble training materials, manuals, and documents as requested. Updates CWS phone and cell phone lists as changes occur. Communicates with staff around office supply needs and orders as needed with supervisor approval.
• Assists staff with scheduling meetings and making room reservations. Requests and prepares agenda as well as supplemental documents and provides detailed note taking.
• Assists staff with conference and training registration, and arrangements for professional travel. Assists with hiring process to include contacting applicants, interviewing schedule, hiring packets, room reservation, greeting and escorting prospective candidates.
• Oversees the use of DCHS/CWS Motor Pool utilized by departmental staff. Maintains car log and ensures appropriate guidelines are set for staff usage based on City regulations. Maintains log of incidents and maintenance needs and communicates with City shop as needed. Participates in bi-annual safety checks. Supports car seat storage, inventory, and checks expiration dates.
• Secures court orders from Clerk's office, scans and maintains tracking system for each child in foster care; provides IV-E Specialist and FSSII with originals and/or scanned copies.
• Supports The Fund for Alexandria's Child program with seasonal projects to include assistance with database entries and mass mailings.
• Assists staff with coordination of Administrative Panel Reviews for foster care cases, includes determining appropriate dates/times for meetings based on attendees' availability, securing panel members, and sending meeting confirmations.
• Coordinates CPS local conferences.
• Communicates with family members, attorneys, and staff to arrange timely appeal dates.
• Assists individual staff with requested tasks as needed. Serves as a backup to the other CWS Administrative Support staff and other duties as assigned.

Knowledge, Skills, and Abilities

Some clerical experience and completion of high-school-level courses in bookkeeping, arithmetic, and English; Good knowledge of modern office equipment and methods of operation; Ability to maintain complex spreadsheets and prepare reports from such records, and the ability to make decisions in accordance with laws, ordinances, regulations and established policies for routine recurring matters.

Minimum Qualifications

High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Preferred Qualifications

Two-Year College Degree; Considerable years of experience and/or knowledge of office management practices and procedures, including good knowledge of word processing; ability to take and/or transcribe diction; ability to verbally communicate courteously and effectively with many different members of the general public.

Equal Opportunity Employer