Administrative Support IV

New LHRC External Career Site; Alexandria (VA); On-site; USD 42,000 - 52,000; Full time

Job summary

The City of Alexandria is seeking an Administrative Program Assistant II to provide high-level administrative support to the Division Chief of Early Childhood Programs. This role requires exceptional organizational skills, confidentiality, and the ability to navigate federal, state, and local guidelines.

Responsibilities include calendar management, program data support, contract and financial administration, and coordination with multiple stakeholders across divisions and with inspectors.

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.
• Considerable knowledge of general clerical and administrative practices and procedures; general knowledge of modern office practices, procedures and equipment.
• Demonstrated ability to effectively use common business and agency software packages; communicate effectively both orally and in writing; work with professionals and the public; exercise discretion and make sound decisions.

Responsibilities

• Manage and optimize the Division Chief's calendar and scheduling.
• Coordinate logistics for cross-functional meetings and site visits.
• Screen and triage incoming correspondence and inquiries; route sensitive items appropriately.
• Provide onboarding orientation to new staff on administrative policies and procedures.
• Maintain logs and ensure timely action by leadership.
• Serve as a liaison between the Division Chief, program managers, and staff.

Skills

Calendar management

Data management

Budget tracking

Communication

Discretion

Organizational skills

Education

High school diploma

Tools

Microsoft Office

Job description

The City of Alexandria is bordered by Washington D.C. and the Potomac River, Arlington and Fairfax counties, and Maryland. Thesmall 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.

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.

This position provides high-level, comprehensive administrative and operational support to the Division Chief of Early Childhood Programs. The incumbent serves as the central liaison and operational anchor for a complex division encompassing preschool coordinated enrollment, early childhood mental health and development, home-based child care provider monitoring, child care subsidies, Part C Early Intervention, Medicaid waiver case management for youth with intellectual and developmental disabilities (IDD), federal Head Start program monitoring, and contract management for VQB5 Class Observers. The role requires exceptional organizational skills, strict confidentiality, and the ability to navigate diverse federal, state, and local program guidelines.

Examples of Duties:

Calendar Support to the Division Chief

• Manage and optimize the Division Chief's calendar, prioritizing urgent matters and resolving scheduling conflicts proactively.

• Coordinate logistics for cross-functional meetings, federal/state review briefings, and site visits.

• Screen and triage incoming correspondence, phone calls, and public inquiries, routing sensitive items or escalations appropriately.

• Provides on-boarding orientation to new staff members by explaining the system of administrative (non-technical) policies, procedures, and methods.

• Maintains logs of items requested by Chief of Early Childhood Division and follows up to ensure timely action.

• Serve as a key organizational link between the Division Chief, program managers, early childhood staff, and compliance inspectors.

Program Support & Data Management

• Maintain a matrix of Active Memorandums of Understanding (MOUs) and Agreements (MOA’s)

• Support division workflow and management of data dashboards.

• Maintain a complete, organized, accurate and up-to-date database of knowledge transfer documents, handbooks and manuals for division programs processes and procedures.

• Maintain highly organized, secure physical and digital file infrastructures adhering agency standards.

• Contract, Grant & Financial Administration (25%)

• Assist in compiling monitoring packages, evidence binders, and audit trails for federal Head Start compliance and state licensing bodies.

• Process purchase orders, division travel reimbursements, and program stipends, maintaining accurate budget tracking spreadsheets.

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 modern office practices, procedures and equipment. 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 effectively use common business and agency software packages; Demonstrated ability to provide operational and administrative support to professionals in assigned agency programs and services; Demonstrated ability to assist with the measurement of program performance against goals and objectives; Demonstrated ability to communicate effectively both orally and in writing; Demonstrated ability to work effectively with other employees, professionals, and with the public; Demonstrated ability to exercise discretion and make sound decisions relative to assigned program area.

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 ability. Bilingual in English and a language, represented in the populations served.