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Commonwealth of Virginia

Administrative Support IV

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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 IV position.
Administrative Program Assistant II is the paraprofessional level of administrative support in the occupational group for the administrative program assistant. Employees perform responsible administrative and technical work acting as assistants for program professionals having responsibilities in support of agency program planning, management, evaluation and execution activities or responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities. The Administrative Program Assistant II class is distinguished from the Administrative Program Assistant I by the former’s acting as assistant to professionals and performing some of the duties of the professional in a supportive role.

The primary purpose of this position is to provide administrative support to the Division of Aging and Adult Services. Duties include answering the division’s main phone line, providing information and referral and transferring calls to appropriate staff; Assist Companion and Guardianship Program supervisors; processes paperwork for Personal Care Screenings; maintains calendar for Division Director; manages the Senior Taxi Yellow Card Program; oversees the use of city vehicles; performs other administrative tasks as needed including copying and faxing and support during various meetings.

Examples of Duties:

  1. Answers the phones for the Division of Aging and Adult Services;
  2. Schedule meetings and keep calendar for Division Director;
  3. Provides reception coverage for the 1st floor shared reception area;
  4. Support the Companion and Guardianship Programs - sends letters, make phone
  5. Process paperwork for Personal Care Screenings;
  6. Manage Senior Taxi Yellow Card Program – receive and process applications and fees;
  7. Input information into PeerPlace database; troubleshoot problems;
  8. Oversee use of city vehicles – schedule maintenance and service;
  9. Distribute mail;
  10. Performs the VDSS Random Moment Sampling for the Division of Aging and Adult Services social workers;
  11. General administrative duties as needed.

Minimum Qualifications:
High school diploma supplemented with postsecondary
coursework in office or business administration, accounting, computer
science or related field, and related administrative experience in social services or related field OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Considerable knowledge of general clerical and administrative
practices and procedures; Considerable knowledge of
bookkeeping and budget preparation; Considerable knowledge of word processing, spreadsheet and database and graphic software packages. Skill in operating a variety of automated office equipment to include calculator, fax/copier and the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs. Demonstrated ability to provide operational and administrative support to professionals in assigned agency programs and services.
Preferred Qualifications:
High School Diploma or GED; Some 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 abilities. Ability to take and/or transcribe meeting notes.