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. About one-quarter of the City's square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for a position as our Police Administrative Support IV.
The incumbent for the Administrative Support IV position performs administrative duties for the Alexandria Police Department's Patrol Divisions. Responsibilities will include a variety of administrative tasks such as answering incoming calls, managing schedules and, scheduling training for patrol personnel. Compiling and organizing data and reports, writing/editing letters and memoranda, processing payroll for Patrol, managing and maintaining file systems with electronic and physical databases. The work being done requires internal coordination among commanders, supervisors, and patrol employees, in order to carry out operating programs. The incumbent will perform a full range of administrative duties in support of Patrol operations. Contacts are maintained with members of other Divisions, Bureaus, and Units within the Department to coordinate tasks. The Patrol Division of the Police Department is a fast paced, high energy environment that requires discretion when handling highly confidential information and the ability to multi task efficiently under tight schedules.
What You Should Bring
The ideal candidate will have the ability to interact with the public and Departmental staff with diplomacy and tact. The incumbent should be proficient in managing payroll within the Kronos or a similar system payroll system. The candidate should have knowledge of clerical practices to include preparing and composing letters, reports, correspondence, and possess knowledge of correct English usage, spelling, grammar and punctuation. Also, the candidate should be able to maintain accurate records and files; possess the ability to manage officer leave and court schedules in AJIS (Alexandria Justice Information System) court management system. You will be able to obtain and continue a certification to utilize the VCIN/NCIC (Virginia Criminal Information Network/National Crime Information Center) system in order to conduct background check requests. Proficiency in the use of various MS Office programs, including Word, Excel, and Outlook is also strongly preferred. The candidate should be able to maintain confidentiality of private and sensitive information and documents. As well as, have the ability to establish and maintain effective working relationships with those contacted in the course of work, and most of all have initiative, reliability, and integrity.
The Opportunity – Examples of Work
Handles payroll for the Patrol Divisions; Maintain and update the Patrol staff leave books and AJIS court calendars; Schedule training dates and time off for Patrol staff;
Maintains the confidentiality of private and sensitive information and documents; Inventory, track, and order supplies for Patrol operational and administrative needs;
Coordinate with other City agencies, as well as internal divisions, to conduct roll call or other mandated training
Maintain tracking system on Patrol employee review dates and disseminate to Patrol supervisory staff
Maintain working relationships with Patrol commanders and supervisors and provide requested information or data;
Coordinate service requests for Patrol administrative equipment, such as copiers
Maintain records, documents, and correspondence used in administrative management activities;
Receive and review incoming telephone calls or emails regarding Patrol functions and handle or forward to appropriate personnel for action;
Receive incoming mail and control routing of items for appropriate action.
Perform related work as required.
About the Department
The City of Alexandria Police Department is a nationally recognized and accredited law enforcement agency providing services to a diverse community. A group of talented professionals, the Alexandria Police Department is a dedicated team of people who, in partnership with the community, work to create and maintain a safe and secure environment for our residents, merchants, and visitors. We are a diverse organization, reflecting Alexandria's various cultures and offering many different career and promotional opportunities.
MINIMUM & ADDITIONAL REQUIREMENTS:
High School Diploma or GED; at least two years of 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.
Two year college degree; three or more years' experience and excellent knowledge of office management practices and procedures, including extensive knowledge of computer programs including Kronos, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Access, and Microsoft Outlook; knowledge of public safety shift work schedules, patrol functions and operations; ability to professionally communicate effectively, both orally and in writing; ability to communicate courteously and effectively with many levels of rank within the department and various members of the general public; ability to follow complex oral and written directions; 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; ability to plan and coordinate moderately complex work projects requiring assistance of others; ability to process payroll in KRONOS; excellent writing and editing skills; excellent organizational skills; the ability to maintain confidentiality of private and sensitive information and documents; meticulous attention to detail; Ability to multi-task efficiently under tight schedules in a fast paced environment and show initiative. ability to receive and maintain VCIN/NCIC certification in order to conduct background screening requests.
This position will remain open for 1 week or until 200 applications are received. (whichever comes first)
This position requires the successful completion of the following pre-employment background checks:
Criminal Background Checks (local and federal)