front desk administrative specialist - Arlington, United States - Arlington County, VA

Description

Salary: $61, $96,033.60 Annually

Location : Arlington, VA

Job Type: Full-Time Permanent

Job Number: B-AED-SD

Department: Arlington Economic Development

Division: AED Operations

Opening Date: 05/10/2024

Closing Date: 5/16/2024 11:59 PM Eastern

Position Information

The (AED) is seeking an organized, flexible, and proactive Front Desk Administrative Specialist to support administrative operations and the senior leadership team. The position will serve as the primary contact for departmental customers/visitors, streamlining department operations processes, and assisting with emergency planning and facilities management.

This position will work under the AED Operations Director within the Operations Division. The division is responsible for managing AED's administrative functions, including finance, budget, procurement, information technology, facilities management, and other general services.

Specific duties:

• Responding to departmental activities and program inquiries in person, over the phone, and via email, including transferring other general inquiries to relevant departments/agencies;
• Managing general front-office tasks, logistics support for staff and visitors, conference room preparation, troubleshooting audio-visual systems, and ensuring smooth operations in public areas and conference rooms;
• Identifying day-to-day operational issues and resolving or escalating them to the appropriate parties;
• Assisting with the management and maintenance of facility-related business continuity of operations planning and emergency management, safety, and risk management functions for the department;
• Managing the Director's calendar by scheduling appointments, travel arrangements, resolving conflicts, preparing meeting materials, and ensuring meeting rooms are set up appropriately;
• Assisting the events team with coordinating special events and event registration;
• Managing vehicle maintenance, providing justifications for vehicle replacement, and responding to all inquiries regarding AED vehicles; and
• Performing other job-related duties as assigned.

The successful candidate will have a proven track record in the following areas:

• Seamlessly managing front-office tasks, overseeing facilities, and providing executive-level support;
• Collaborative and adept at working across teams within the department and the County;
• Providing excellent customer service and effective communication skills, including handling inquiries with professionalism and courtesy;
• Managing confidential or sensitive documents; and
• Multitasking, prioritizing tasks, proactive, adaptable, and maintaining meticulous attention to detail in a fast-paced environment.

Selection Criteria

Minimum:

• High School Diploma/Equivalent; and
• Considerable experience performing administrative support, including operations, facilities management, and/or supporting executive leadership.

Substitution: Completion of college coursework from a college may be substituted for the experience requirement.

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

• Front desk receptionist;
• Facilities management, including maintenance coordination, space management, and project management;
• Providing administrative support to senior leadership, including calendar management, travel arrangements, and managing confidential information; and/or
• Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and managing office systems.

Special Requirements

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: Monday - Friday, 8:00am to 5:00pm, which may involve occasional night and/or weekend events.

The official job title for this position is Administrative Specialist. The pay ranges listed above are effective June 30, 2024.

As an Employer of Choice, Arlington County offers a generous benefits package. For more information,

Your responses to the supplemental questionnaire are considered part of the selection process and required for this position. Please do not give "see resume" as a response to the questions. Incomplete applications may not be considered.

#LI-Onsite

Applicants who have questions or need assistance with the application may telephone or visit the Human Resources Department. Our staff will be happy to work with you to enter your application into the system. Public access computers are available at all County Libraries, and in the Human Resources Department.

The examination process for this position may include: (1) training and experience evaluation; (2) written and oral examination; (3) personal interview; (4) performance test/work sample; and/or (5) physical examination.

Applicants with disabilities may request reasonable accommodation during the application or selection process. Please call the ADA Coordinator at voice) or email .

Eligibility for Arlington County Government employee benefits depends on your position type (permanent or temporary) and your status (full-time or part-time).

More detailed information on benefits and conditions of employment is available on the Arlington County Human Resources Department website:

Permanent, Full-Time Appointments
All jobs are permanent, full-time appointments unless otherwise stated in the announcement. The following benefits are available:

Paid Leave: Vacation leave is earned at the rate of five hours biweekly. Leave accrual increases gradually until eight hours of leave are earned biweekly for twelve or more years of service. Sick leave is earned at the rate of four hours biweekly. Paid parental and family leave benefits are also offered. Leave is pro-rated for part-time employees.

Holidays: There are eleven paid fixed holidays each year, as well as two floating holidays. Initial allotment of floating holidays may vary based on when you are hired.

Health and Dental Insurance: Four group health insurance plans are offered - a health maintenance organization, two plans with in-network only coverage, and a high-deductible plan with in and out-of-network coveerage, along with a Health Savings Account (HSA). Group dental insurance is also offered, with two options for coverage. The County pays a significant portion of the premium for these plans for employees and their dependents. The County also contributes to the HSA.

Life Insurance: Basic life insurance is provided at no cost to employees. The benefit is one times annual salary. Additional life insurance may be purchased for yourself, spouse, and/or children.

Retirement: The County retirement program is made up of three parts: a defined benefit (pension) plan, a defined contribution plan (401(a)), and a deferred compensation plan The defined benefit plan provides a monthly retirement benefit based on your final average salary and years of service with the County. You contribute a portion of your salary on a pre-tax basis to this plan. General employees contribute 4% of pay; uniformed public safety employees contribute 7.5% of pay. The County also contributes to this plan. Employees become vested in the plan at five years of service.

For general employees, the County also contributes 4.2% of pay to a defined contribution plan (401(a)). The 457 deferred compensation plan allows you to save for retirement on either a pre-tax (457b) or post-tax (457 Roth) basis up to the IRS annual limit. New employees are automatically enrolled with a pre-tax contribution equal to 2% of your pay. A variety of investment options are available for the 401(a) and 457 plans.

Other Benefits: The County also offers health care, dependent care, and parking flexible spending accounts; adoption assistance, tuition reimbursement; transit and walk/bike to work subsidies; a college savings plan; wellness programs; training opportunities; and a variety of other benefits.

Permanent, Part-Time Appointments:
Part-time employees who work ten or more hours per week receive paid leave and benefits in proportion to the number of hours worked per week.

Limited Term Appointments:
Benefits are the same as permanent appointments except that the employees do not achieve permanent status.

Temporary Regular Appointments:
Temporary regular employees who work 30 hours or more per week are eligible for health, dental, and basic life insurance as described above. They are also eligible for vacation, sick leave, and paid holidays.

Temporary Seasonal and Occasional Appointments:
Temporary employees who work on a seasonal basis or variable hours receive sick leave, but do not normally receive other paid leave or benefits. Exceptions are noted in individual announcements.

01

What is your highest level of education?

• High School Diploma/GED
• Associate Degree
• Bachelor's Degree
• Master's Degree (or above)

02

Please indicate how much experience you have providing administrative, operations, and/or executive level support

• None
• Less than 6 Months
• 6 months but less than 12 months
• 1 Year but less than 2 years
• 2 Years or more

03

Do you have experience performing Front Desk/Receptionist duties?

• Yes
• No

04

Please select if you have experience in the following (check all that apply):

• Front Desk Receptionist
• Facilities management, including maintenance coordination, space management, and project management.
• Providing administrative support to senior leadership, including calendar management, travel arrangements, and preparation of confidential reports
• Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and/or managing office systems
• Tracking and Coordination of Departmental Work
• None

05

Please describe your experience providing administrative, operations, and/or facilities management support, including supporting executive leadership? Put N/A, if not applicable.

Required Question