Supervisory Administrative Support

Hiring Range: $51,599.60 to $69,118.66

Full Time or Part Time: Full Time

Additional Detail

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 Supervisory Administrative Support position.

The Administrative Office Manager is distinguished from the Office Supervisor in that the Administrative Office Manager supervises Office Supervisors and manages a variety of administrative programs. The Administrative Office Manager is distinguished from the Administrative Services Manager in that the latter is responsible for managing not only the office support and administrative programs but all the agency’s technical administrative programs such as finance, human resources, computer operations, facility management and contract 

General Statement of Duties:

Responsible for routine administrative and analytical work. Duties involves making independent decisions on problems encountered within the Children and Family Services unit, specifically, Children Services Act (CSA)/IV-E account categories. Research and prepare financial reports. Work under minimal supervision and strict deadlines.

Examples of Duties: 

• Review and approve invoices daily to determine compliance with purchases and payment authority;
• Review information via the FAPT plan and manually enter requested services into the accounting system;
• Ensure that CSA authorization requests have followed CSA and ACPMT guidelines prior to approval;
• Ensure that IV-E policy is followed prior to the approval of services paid with Federal IV-E funding;
• Make changes to funding sources as appropriate;
• Manage vendor files to ensure service provider agreements compliance. This includes encumbering, analyzing, and comparing against goods and services received; program accounting; and closing out an agreement;
• Perform quarterly audits to ensure compliance with State CSA Data Set and fiscal policies;
• Respond to agency and vendor inquiries regarding policy and procedures, the status of payments, and other fiscal matters. This also entails composing routine correspondence on fiscal payment matters;
• Communicate and consult with Social Workers, IV-E, and Medicaid Eligibility Workers on obtaining data on the foster children’s eligibility; 
• Communicate and guide the Court Service Unit, Community Service Board, and the public school system on various financial issues; 
• Train and interpret accounting policies and procedures for new Social Workers;
•  Disburse transportation needs (DASH passes, tokens, metro fare cards) as well as Target gift cards, food gift cards, and credit authorizations on an as-needed basis and assure that proper authorization has been obtained by the staff member; 
• Maintain and reconcile credit authorization, process Target Business Card invoices every month and resolve vendor disputes;
• Post food stamp and TANF repayments into the State system and post automatic recoupment to the State;
• Update vendor rates on a Fiscal Year basis and add new vendors to the accounting system for all departments’ funds;
• Serve as the State liaison for the Food Stamp EBT program. Order EBT supplies (cards and brochures) and issue over-the-counter EBT cards to clients. Reactivate dormant EBT accounts;
• Assist the Fiscal Officer II in the year-end closing. This entails reconciling and analyzing the unpaid services report to have an accurate CSA accrual;
• Perform related work as required.

Essential Knowledge, Skills, and Abilities:

Good knowledge of modern office equipment and methods of operation; some knowledge of office terminology, procedures, and equipment, ability to maintain complex records and prepare reports from such records; and the ability to make decisions based on by-laws, ordinances, regulations, and established policies for routine recurring matters. Good knowledge of the principles and practices of public administration; good knowledge of municipal finance accounting, budget preparation, human resource management, and methods of report presentation; and the ability to interpret and apply policies and procedures to analyze financial data and automated system reports; to perform basic mathematical calculations and to communicate effectively. The ability to perform the tasks of the position independently and to make decisions, especially in the absence of the supervisor; the ability to establish and maintain effective working relationships with representatives of other City agencies, with the public, and with co-workers; and the ability to make decisions by the rules, regulations, and laws governing the assigned organizational unit; ability to write and edit various forms; ability to analyze, interpret, and report research findings; ability to review administrative and program practices, recognize areas in need of improvement, and establish, coordinate, and implement changes which would improve efficiency, effectiveness, and productivity.

Minimum Qualifications: 

Considerable years of responsible administrative experience providing support to a Director or Senior Professional; Extensive years of responsible secretarial experience, including considerable years of experience in office management activities that involved coordination of complex office services including some experience planning, laying out the work of others or leading projects; excellent organizational skills; completion of college-level courses in Business Management or Administration including courses in English, Mathematics, Real Estate; excellent written and verbal communication skills; good computer skills: Some experience with MS Office, Kronos/Payroll, Lotus Notes and databases and spreadsheets; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications:

Two-Year College Degree; Completion of college-level courses in public or business administration; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Good computer skills, proficient in Excel. Relevant Financial system experience, particularly Munis. Understanding of LASER processing/reporting.