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 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 Business Services and Community Partnership Supervisor. Additionally, the incumbent is responsible for providing administrative support to jobseekers visiting the Workforce Development Center. The incumbent should have excellent customer services skills and strong organizational and interpersonal skills.

Examples of Duties :

• Greets and registers guests, manages visitor access badges, and provides excellent customer service in person and by phone.
• Schedules meetings, coordinates calendars, reserves conference rooms, and arranges catering for meetings and office functions.
• Provides daily administrative support to supervisors and senior management, ensuring efficient scheduling, communication, and task coordination.
• Performs general office management duties, including reception coverage, records management, supply ordering, mail handling, and maintaining inventory.
• Rotates between the Career Center and Front Desk, supporting client intake, triage, and inquiries while maintaining a welcoming and professional environment.
• Tracks and reports building maintenance needs; coordinates with appropriate staff to resolve issues promptly.
• Enters and maintains client data in the Workforce Development Center (WDC) tracking system and ensures all records, case notes, and reports are complete and accurate.
• Supports workshops and events for job seekers by coordinating logistics and assisting with facilitation and evaluation.
• Reviews outgoing correspondence and reports for proper format, accuracy, and compliance with established policies.
• Collects, analyzes, and utilizes customer service data to improve front desk, career center, and program operations.
• Operates standard office equipment such as printers, copiers, fax machines, postage machines, and scanners.
• Ensures proper onboarding of incubator members, including providing building information, signage, and directory updates.
• Maintains discretion and confidentiality when handling sensitive information and communications.
• Works effectively both independently and as part of a team in a fast-paced environment with shifting priorities and tight deadlines.
• Performs other job-related duties as assigned to support overall office and program operations.

Essential Knowledge, Skills, and Abilities :

Demonstrated ability to communicate effectively and courteously with a diverse public, both in person and verbally. Proven ability to understand and follow oral and written instructions, maintain accurate clerical records, and prepare reports.

Some clerical experience. 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. Strong knowledge and experience in customer service principles, standard operating procedures, office practices, and equipment. Some knowledge and experience of basic bookkeeping. Some experience in maintaining accurate clerical records, and prepare reports. Skilled in making routine decisions in alignment with applicable laws, regulations, and established policies. Extensive experience using Microsoft Office applications, including Word, Excel, and Teams.

Minimum Qualifications :

Some clerical experience; 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. Strong knowledge / experience in customer service principles, standard operating procedures, office practices, and equipment. Some knowledge / experience of basic bookkeeping. Some experience in maintaining accurate clerical records, and prepare reports. Skilled in making routine decisions in alignment with applicable laws, regulations, and established policies. Extensive experience using Microsoft Office applications, including Word, Excel, and Teams.

Preferred Qualifications :

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

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer