Administrative Assistant

Description

POSITION INFORMATION

The Department of Environmental Services (DES) is seeking an Administrative Assistant B to provide comprehensive administrative and operational support to the Water, Sewer, and Streets (WSS) Bureau. This pivotal role involves serving as a primary communication link between the bureau and internal/external stakeholders, ensuring the smooth functioning of daily operations, and upholding the department’s commitment to excellent customer service. This position will also maintain open communication with co-workers and supervisor.

Responsibilities

Major Job Duties:

Acting as the front-line representative for the WSS Bureau, managing incoming inquiries and providing accurate information to staff, clients, and the public, including individuals with limited English proficiency;

Assisting in new hire and on-boarding processes to include scheduling interviews, preparing packets for panel members, on-boarding and creating employee files;

Maintaining databases for all WSS employees and CDL drivers to include shoe/boot vouchers, safety glasses vouchers, and parking passes;

Providing admin assistance for WSS emergency (snow) operations and coordinate emergency teams to include sign in sheets, meal tickets, and providing data entry for snow season report;

Utilizing Microsoft Office to update, maintain and disseminate information on e-Boards and Bulletin Boards.

Processing WSS employees training and conference requests, make arrangements for lodging and transportation and assist employees with related requests for reimbursement and expenses;

Assisting with meetings logistics, conference room scheduling, media and audio logistics preparation; and

Maintaining office supplies, equipment, and resources, ensuring operational continuity.

The ideal candidate will be detail-oriented and have the following:

Exceptional customer service and ability to be a team player; strong interpersonal skills are necessary for building relationships with team members and external contacts, fostering a collaborative work environment.

Excellent verbal and written communications skills;

Organizational skills and be technology savvy; and

Ability to effectively balance competing priorities and work well independently.

The candidate should possess strong analytical skills to identify issues, propose solutions, and make decisions effectively.

Must be trustworthy and able to handle sensitive information with discretion, maintaining confidentiality at all times.

Qualifications

Minimum qualifications:

High school diploma/GED or the equivalent; and

Some experience providing administrative support which may have included: support to an executive or senior level manager reviewing or drafting correspondence for signature, extensive scheduling, working with confidential information, establishing priorities, tracking time sensitive projects and coordination of work.

Substitution:

Successful completion of college coursework from an accredited college or university may be substituted for the experience requirement.

Desirable qualifications:

Preference may be given to candidates with experience in one or more of the following:

Utilizing Microsoft Office, including Word, Excel, PowerPoint, Access and Outlook;

Handling confidential materials;

Extensive scheduling, tracking and coordination of work;

Supporting multiple managers; and/or

Bi-lingual (English/Spanish).

SPECIAL REQUIREMENTS

EPI Assessment: To be considered for this position, you must achieve a passing score on the Employee Preferences Inventory (EPI) Assessment. Please note the following:

If you have not taken the EPI during the past year, you will receive an email with instructions and a deadline for completing the assessment.

If you have completed the EPI within the past year, you do not need to retake it.

Scores are valid for one calendar year.

You cannot retake the assessment until one year has passed since your last attempt.

Failure to complete the EPI by the deadline provided to you in email will disqualify you from this recruitment process.

Driver License - Applicant must possess, or obtain by time of appointment, a valid driver license, and must provide or authorize Arlington County to obtain a copy of official driving record. Any offer of employment may be contingent upon favorable review of the applicants driving record.

Background Check - A pre-employment criminal records check will be conducted. It may include checks of the following: criminal record, driving record, education, professional licensure, and credit history. You may be required to sign a release authorizing the County to obtain your background information.

ADDITIONAL INFORMATION

Work hours: This is a full-time, 40-hour per week position with core work hours from 6:30 am to 3:00pm., Monday through Friday. Employee must be able to perform a 12-hour shift during snow operations.

Please complete each section of the application. A resume may be attached; however, it will not substitute for the completed application. Your responses to the supplemental questionnaire are required for this position. Incomplete applications will not be considered.

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