Administrative Analyst

City of Alexandria•Alexandria, VA

20h•Onsite

About The Position

The City of Alexandria's Finance Department is seeking a precise, thoughtful, and customer service-oriented Administrative Analyst to join the Real Estate Division. This role supports the day-to-day operations of the City’s real property assessment operation, which is the City's single biggest source of revenue. The Administrative Analyst acts as a link between the public and the City, ensuring residents and businesses are informed of changes to their property's assessed value and providing relevant information to staff for timely and accurate responses. This role also acts as a check on the quality and accuracy of data in the Real Estate Division’s software systems, requiring skill with complex financial software, speed and accuracy in data entry, and flexibility to adapt to technological changes. The Administrative Analyst performs their work under the general supervision of the Assistant Finance Director for Real Estate.

Requirements

Completion of college-level courses in English, report writing, arithmetic, and bookkeeping
At least three years of experience in performing responsible clerical or technical work some of which involved work performed at a level equivalent to Administrative Support IV (GS-10)
Knowledge of modern office management best practices
Knowledge of day-to-day complex professional computer system management, including data entry, running reports, identifying errors, and proving that all accounts are in balance
Skill performing accurate, timely data entry
Skill with Microsoft Excel, including tables, SUM functions
Skill with Microsoft Word, including mail merge
Skill with Adobe Acrobat, including OCR
Ability to effectively manage one’s time and prioritize in an environment in which large volumes of work may come in all at once and require immediate triage, while ensuring that ongoing routine tasks continue unaffected
Ability to maintain logical, well-organized files, both paper and electronic
Ability to provide high quality, responsive customer service and to deescalate potentially tense interactions with members of the public
Ability to read and understand government documents and explain government regulations in plain language
Any equivalent combination of experience and training which provides the required knowledge, skills and abilities

Nice To Haves

Experience performing high volume, accurate data entry
Experience managing a computer system in a professional setting (work order systems, timekeeping systems, etc.)
Experience performing mail merges
Experience transitioning filing systems from paper to electronic format
At least two years of college or any equivalent combination of experience in performing responsible clerical, accounting, or technical work
Thorough knowledge of office management procedures and office equipment
Ability to maintain financial and statistical records
Ability to make mathematical computations quickly and accurately
Ability to properly interpret and make decisions in conformance with City, State, and Federal codes, laws, and procedures
Ability to communicate effectively, both verbally and in writing
Ability to make decisions and to exercise resourcefulness in meeting new problems

Responsibilities

Maintain accurate and well-organized files, including both legacy paper files and electronic files using Laserfiche, the City’s electronic file storage solution
Update data in the Real Estate Division’s two assessment software systems, RealWare and REAVCS, based on changes approved by appraisal staff
Process daily mail including flagging critical correspondence, routing routine requests, and answering common questions personally
Produce daily correspondence related to changes in the assessed values of Alexandria residents and businesses’ properties
Utilize Crystal Reports to execute daily change report comparing data in the Real Estate Division’s two computer systems, identify any errors, and identify the staff member responsible for addressing them
Assist the public, both in-person, on the phone, and over email, with general questions related to the assessed value of properties in the city
Coordinate the Real Estate Division’s two large annual public mailings, the Assessment Notice and the Income and Expense Statement, working directly with the Assistant Finance Director for Real Estate, the Finance Director, and the City Manager’s Office
Assist Division staff with the annual Board of Equalization process, including supporting temporary Board Clerk, scheduling, document production, and day-of coordinating
Performs related work as required