Administrative Assistant V

Location
Fairfax, Virginia
Salary
$49,526.46 - $82,543.97 Annually
Posted
Aug 13, 2022
Closes
Sep 03, 2022
Ref
22-02337
Function
Administrative
Hours
Full Time
Job Announcement

The Fairfax County Office of Environmental and Energy Coordination (OEEC) coordinates, implements and promotes Fairfax County’s extensive environmental, climate, and energy programs, plans, and policies. Under general supervision, this position provides administrative support for the OEEC and for two groups staffed by OEEC, the Board of Supervisors Environmental Committee (BOSEC) and the county’s Environmental Quality Advisory Council (EQAC). Specific duties include

  • Maintains knowledge and understanding of the programs and activities of the office.
  • Arranges, coordinates and schedules meetings and events with multiple parties, including other county agencies, Board offices, and external agencies and entities.
  • Coordinates the submission, assembly, and distribution of documents to attendees in advance of meetings.
  • Arranges for the posting of public notices in compliance with Virginia Freedom of Information Act (VFOIA) requirements and stays apprised of VFOIA and county requirements governing Boards, Authorities, and Commissions, as well as policies related to visitors of county facilities.
  • Provides support to OEEC in the areas of budget, financial management, human resources, procurement and information technology, including providing basic technical assistance on office software and equipment.
  • Takes notes and minutes of each BOSEC meeting and, working with OEEC staff, finalizes same for distribution at the following BOSEC meeting.
  • Proofreads and edits documents prepared by OEEC.
  • Fulfills front-desk responsibilities, including greeting visitors to OEEC and accepting deliveries, and stays apprised of policies regarding visitors of county facilities.
  • Responds to phone calls and electronic and other types of inquiries from a wide range of individuals.
  • Participates in team projects and performs other duties as assigned.
Note: The assigned functional areas of the position are general administrative support, logistical support, human resources, financial management, procurement, information technology, communications/marketing, and receptionist/public contact.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and high value equipment;
Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;

General Executive Assistance
Exercises discretion in administrative policy interpretation;
Resolves a wide variety of operational problems requiring sound judgment.

Scheduling & Coordinating for Others
Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;
Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.

Office Management
Devises procedures for complex or specialized functions;
Anticipates and develops procedures/tools to prevent problems; solves unusual problems;
Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications; Analyzes short and long-range administrative needs such as space, staffing of functional area).

General Administrative
Responsible for and determines administrative procedures.

Word Processing/Typing
Edits for style, format, and/or layout.

Information Systems/Software
Trains staff in use of agency information systems/software;
Researches & selects hardware/software;
Creates complex spreadsheets for department;
Operates/manages complex databases & other software using advanced functions;
Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.

Reports
Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.

Personnel
Reviews new departmental policies for HR implications and recommends and implements administrative changes;
Researches and recommends solutions to non-routine/one-of-a-kind problems;
Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);
Works with hiring manager to coordinate appointment and review process;
Develops administrative HR-related procedures for agency.

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.

Executive Assistance
Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
Ability to maintain confidentiality and be sensitive to political issues.
Knowledge and sensitivity to issues, priorities, protocol, etc.

Math Skills
Basic math skills.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means;
Ability to speak in front of a group.

Information Abilities
Ability to gather, integrate, and analyze complex data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.

Personnel and Payroll
Ability to perform all human Capital Management Enterprise Resource Planning system functions.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:

  • Undergraduate (bachelor’s) degree.
  • Record of establishing and maintaining effective working relationships.
  • Ability to work independently and meet applicable deadlines.
  • Ability to manage multiple responsibilities and appropriately prioritize work as tasks and demands shift.
  • Experience in the use of computer hardware; Microsoft Office computer applications including Outlook, Word, Excel, PowerPoint and Teams; and FoxIt.
  • Ability to communicate clearly and effectively orally and in writing.
  • Strong organizational skills.
  • Detail-oriented.
  • Ability to exercise good judgment and use critical thinking skills.
  • Experience in ensuring that documents comply with applicable accessibility requirements.
  • Experience working in a local government environment.
  • Experience in FOCUS (Fairfax County Unified System) or a similar SAP-based Enterprise Resource Planning (ERP) system for budget, finance, procurement, and human resources.
  • Experience in web design and development (e.g., HTML, CSS, etc.)

NECESSARY SPECIAL REQUIREMENTS:
  • All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs may be subject to a weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.
  • The appointee to the position must satisfactorily complete a criminal background check.
  • Ability to attend some evening meetings, typically just one per month, is essential.

PHYSICAL REQUIREMENTS:
This position is primarily sedentary in nature; however, visual acuity to work on electronic equipment such as a computer monitor, typing on a keyboard, and are essential to this position. Ability to lift up to 20 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a written exercise.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

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