ADMINISTRATIVE SERVICES SPECIALIST

Salary: $53,372.80 - $81,473.60 Annually

Location : Arlington, VA

Job Type: Full-Time Permanent

Job Number: 1264-24A-DPR-BH

Department: Department of Parks and Recreation

Division: DPR SPREC Facilities Operations - Admin

Opening Date: 09/29/2023

Closing Date: 10/12/2023 11:59 PM Eastern

Position Information

The Department of Parks & Recreation (DPR) is seeking an Administrative Services Specialist to provide a broad range of services to internal staff and the public, including assisting with a high volume of customer walk-in traffic and telephone calls in a call center work environment, receptionist duties, data entry work, and managing Internal customer requests through Help Desk software. This position will report directly to the Administrative Services Team Leader.

Specific duties include:

• Entering large volumes of data into the automated registration and scheduling system (RecTrac);
  
• Offering in-person and telephone assistance to citizens interested in classes, workshops, special events, camp offerings, programs and facility scheduling;
  
• Providing information and assistance to customers about fee and payment options, including processing fee reduction applications, payments, auto-debit payments for year-round programs and sending payment reminders;
  
• Providing customers with alternative classes/camps for eligible applicants, including maintaining and managing program waitlist;
  
• Performing administrative tasks, including managing data and compiling specialized reports for staff, maintaining files and records, mailing bills, and creating complex Excel spreadsheets; and
  
• Performing other administrative support functions as assigned.

The ideal candidate will have strong communication and excellent customer service skills, be organized, significant teamwork experience, a high degree of accuracy and attention to detail, extensive problem-solving abilities, and proficiency in multi-tasking.

Selection Criteria

Minimum:

• Completion of the requirements for graduation from a standard senior high school or vocational school, a GED certificate, or the equivalent; and
  
• Some experience providing administrative support.

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

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

• Significant and progressively responsible administrative support experience including reception and data entry work;
  
• Experience working in a registration, reservation, or call center environment
  
• Experience providing program support in a fast-paced work environment involving stringent deadlines;
  
• Experience in documenting in writing and resolving clients' issues; and
  
• Experience and proficiency using computer information systems, Microsoft Office Suite, and/or graphic design software.

Special Requirements

Driver's License: The applicant must possess, or obtain by time of appointment, a valid driver's license. The applicant must authorize Arlington County to obtain or provide a copy of their official driving record. Any offer of employment may be contingent upon a favorable review of the applicant's 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. A pre-hire federal background check and State of Virginia Central Registry check will also be completed before hire.

Additional Information

Work Hours: Monday - Friday, varying between 8:00 a.m. and 7:00 p.m. Additional hours, including weekend shifts, will be required based on registration cycles of recreational programs and classes.

Your responses to the Supplemental Questionnaire are considered part of the selection process. Please do not enter "see resume" as a response to the questions.

Each section of the application must be completed. A resume may be attached; however, it will not substitute for the completed application. A cover letter will also be required to be attached to your application. Incomplete applications will not be considered.

The official title for this position is Administrative Assistant B.

All Administrative Assistant B's are eligible for County government employee benefits that include health, dental, vacation and sick leave, commuter transportation subsidies, tuition reimbursement, as well as a generous retirement plan.

For more information on Arlington County's generous benefits and retirement plan, click here.

Arlington County is committed to advancing diversity, equity, access, and inclusion across all our services, activities, and programs. Learn more about our commitment.

#LI-Onsite

Applicants who have questions or need assistance with the application may telephone (703) 228-3500 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 703-228-3559 (voice) or email .

Arlington County Government employee benefits depend on whether a position is permanent, the number of hours worked, and the number of months the position is scheduled.

Specific information on benefits and conditions of employment can be found on the Arlington County Human Resources Department website: www.arlingtonva.us/pers.

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 four hours biweekly. Leave accrual increases every three years 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. There are eleven paid holidays each year.

Health and Dental Insurance: Three group health insurance plans are offered - a network open access plan, a point-of-service plan, and a health maintenance organization. A group dental insurance plan is also offered. The County pays a significant portion of the premium for these plans for employees and their dependents. A discount vision plan is provided for eye care needs.

Life Insurance: A group term policy of basic life insurance is provided at no cost to employees. The benefit is one times annual salary. Additional life insurance is available with rates based on the employee's age and smoker/non-smoker status.

Retirement: The County offers three vehicles to help you prepare for retirement: a defined benefit plan, a defined contribution plan (401(a)), and a deferred compensation plan (457). 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. Employees become vested in the plan at five years of service. The County also contributes to this plan.

For general employees, the County also contributes 4.2% of pay to a defined contribution plan (401(a)) . The County also matches your 457 contribution, up to $20 per pay period, in this plan. The 457 deferred compensation plan allows you to set aside money 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 base pay.

Other Benefits: The County also offers health, dependent care, and parking flexible spending accounts; long-term care insurance; tuition assistance; transit and walk/bike to work subsidies; a college savings plan; wellness programs; training opportunities; and a variety of other employee 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 completed education?

• High School Diploma/GED or equivalent
• Associate's Degree
• Bachelor's Degree or higher
• None of the above

02

How many years of experience do you have providing administrative support?

• None
• Less than 1 year
• 1 to less than 2 years
• 2 to less than 3 years
• 3 or more years

03

Please indicate if you have experience in any of the following (Check all that apply and ensure the details of this experience is reflected on your application/resume):

• Data entry (Excel, Google Sheets)
• Working in a registration, reservation, or call center environment
• Performing receptionist duties
• Using scheduling software such as Rectrac
• Providing program support
• Documenting in writing and resolving customer issues
• Graphic design software (Photoshop, Canva, etc.)
• None of the above

04

Please describe your proficiency level with MS Office Suite (Word, Excel, Powerpoint, etc.):

• Never Used
• Beginner
• Intermediate
• Advanced

Required Question