Administrative Support III

Administrative Support III

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. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Administrative Support III position.

The Administrative Support III is the first point of contact for clients and visitors who check-in at the front desk or call by phone. This position requires the exercise of good judgment in the application of prescribed procedures and methods to routine matters, attention to minute detail and extreme punctuality. The work may be performed under close or general supervision by an immediate supervisor.

The ideal candidate should possess knowledge of office terminology, procedures and equipment and basic arithmetic and English; good knowledge of elementary bookkeeping; skilled in communicating courteously and effectively, both verbally and in writing, with a diverse public; ability to follow complex, verbal and written directions; ability to get along well with others; ability to maintain complex-clerical records and prepare reports from such records; ability to make decisions in accordance with laws, ordinances, regulations and established procedures where errors could easily result in adverse public reactions or additional costs to the City government; ability to plan, train, and supervise the work of others.

The opportunity includes :

• Receives the public, answers their questions, and notifies staff of client arrivals;
• Notifies Emergency Services staff of walk-in consumers who may need immediate help;
• Answers the main and emergency phone lines, screens and directs incoming calls to the appropriate person;
• Takes down messages for staff;
• Using scheduling software, schedules / reschedules / cancels / confirms doctor appointments for consumers;
• Maintains appointment list of consumers seen bi-weekly and monthly;
• Prepares service tickets for the next business day;
• Resolves daily service tickets using Credible Scheduler;
• Keeps people informed when they are waiting so they know what to expect;
• Updates client's contact information in the system when there is a change;
• Collects payments from consumers, enters payments in the system, and provides a receipt;
• Makes copies of consumer's insurance card(s);
• Calls consumers two days before their scheduled doctor's appointment to remind them of their appointment;
• Mails appointment notification to consumers;
• Make photocopies of frequently used documents (as needed);
• Updates contact list of frequently used numbers at the front desk;
• Works cooperatively with the evening shift Administrative Support II and Medical Director to address and resolve scheduling problems;
• Maintains a professional, uncluttered, and clean image at the reception & consumer waiting room;
• Protects confidential material, keeping it out of eyesight of consumers or unauthorized staff;
• Stays abreast of any changes in front desk procedures and respond accordingly;
• Provides feedback to supervisor on any problems, trends, or ideas to improve front desk operations;
• P-Card administration : order supplies and event materials;
• Performs related work as required by supervisor.

About the Department

The Center for Operations comprises Finance, Information Technology, Facilities, Human Resources and Contracts. Like the larger Department, the Department of Community and Human Services (DCHS) of which we are part, we are ethical stewards of the resources entrusted to us and are accountable for our actions. We communicate consistently, honestly and openly and demonstrate integrity in all aspects of our work.

Minimum & Additional Requirements

High School Diploma or GED; three years of responsible clerical experience, including one year of experience at the level of Administrative Support II; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Two (2) year college degree; one (1) or more years of experience in a capacity working around persons with mental disabilities. Experience in communicating courteously and effectively, both verbally and in writing, with a diverse public; and ability to follow complex, verbal and written directions and execute complex appointment scheduling and maintain records. Fluent and Bilingual.

Notes

This position requires the successful completion of pre-employment background checks including but not limited to : Criminal Records Check; VA State Child Abuse / Neglect Registry; Medicare / Medicaid Fraud Database; education / certifications.

Schedule

Flexible Hours. Office hours are Monday through Friday, 6 : 30AM 5 : 00PM and one Saturday a month from, 7 : 00AM 10 : 00AM. As an essential employee, staff will be expected to be at work during weekends, holidays, or inclement weather if they have been scheduled.