Administrative Support IV

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 Administrative Support IV position.

Administrative Program Assistant II is the paraprofessional level of administrative support in the occupational group for the administrative program assistant. Employees perform responsible administrative and technical work acting as assistants for program professionals having responsibilities in support of agency program planning, management, evaluation and execution activities or responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities.

This position provides high-level, comprehensive administrative and operational support to the Division Chief of Early Childhood Programs. The incumbent serves as the central liaison and operational anchor for a complex division encompassing preschool coordinated enrollment, early childhood mental health and development, home-based child care provider monitoring, child care subsidies, Part C Early Intervention, Medicaid waiver case management for youth with intellectual and developmental disabilities (IDD), federal Head Start program monitoring, and contract management for VQB5 Class Observers. The role requires exceptional organizational skills, strict confidentiality, and the ability to navigate diverse federal, state, and local program guidelines.

Examples of Duties:

Calendar Support to the Division Chief

• Manage and optimize the Division Chief's calendar, prioritizing urgent matters and resolving scheduling conflicts proactively.

• Coordinate logistics for cross-functional meetings, federal/state review briefings, and site visits.

• Screen and triage incoming correspondence, phone calls, and public inquiries, routing sensitive items or escalations appropriately.

• Provides on-boarding orientation to new staff members by explaining the system of administrative (non-technical) policies, procedures, and methods.

• Maintains logs of items requested by Chief of Early Childhood Division and follows up to ensure timely action.

• Serve as a key organizational link between the Division Chief, program managers, early childhood staff, and compliance inspectors.

Program Support & Data Management

• Maintain a matrix of Active Memorandums of Understanding (MOUs) and Agreements (MOA’s)

• Support division workflow and management of data dashboards.

• Maintain a complete, organized, accurate and up-to-date database of knowledge transfer documents, handbooks and manuals for division programs processes and procedures.

• Maintain highly organized, secure physical and digital file infrastructures adhering agency standards.

• Contract, Grant & Financial Administration (25%)

• Assist in compiling monitoring packages, evidence binders, and audit trails for federal Head Start compliance and state licensing bodies.

• Process purchase orders, division travel reimbursements, and program stipends, maintaining accurate budget tracking spreadsheets.