Foia Assistant (administrative Assistant Iv)

Fairfax, Virginia
$45,204.64 - $75,341.14 Annually
Aug 13, 2022
Aug 27, 2022
Full Time
Job Announcement

Provides administrative support to staff tasked with compliance with the Virginia Freedom of Information Act (VFOIA). This position works u nder the supervision of the Countywide FOIA Officer and specific duties include, but are not limited to:

  • Enters and tracks FOIA requests in the countywide FOIA database. Generates routine reports from the FOIA database. Provides basic troubleshooting technical support to agencies on the FOIA database.
  • Ensures FOIA requests received by the county are routed appropriately to the responsible agency. Follows up as the deadline approaches to verify that the response will be provided in accordance with VFOIA. Supports the Countywide FOIA Officer in coordinating complex, multi-agency FOIA requests.
  • Answers routine questions regarding FOIA and related laws and the county’s FOIA process, coordinating with the Countywide FOIA Officer or FOIA Analyst to confirm that information provided complies with county policies, as well as the FOIA laws.
  • Develops and maintains filing systems (electronic only) to ensure proper records management of FOIA requests and other FOIA-related records.
  • Supports Countywide FOIA Officer in provision of training to county staff as necessary to ensure that all employees who have FOIA responsibilities have a thorough understanding of the law and its requirements, as well as the county’s procedures for tracking, billing and responding to FOIA requests. This includes scheduling classes, duplicating materials, room set-up, etc.
  • Recommends enhancements to county FOIA policy and administrative procedures to improve efficiency of FOIA response process.
  • Receives and processes FOIA fees. Supports FOIA Officer in developing and updating internal best practices on processing FOIA fees in accordance with FOIA laws and Department of Finance policies and procedures.
  • Composes routine correspondence for the Countywide FOIA Officer’s review and signature.
Note: The assigned functional areas of the position are general administrative support, records management, legal services or compliance, and customer service.

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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.

Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

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

Ability to communicate well through written and oral means.

Information Abilities
Ability to gather, integrate, and analyze simple 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 five functions.

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

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

Not applicable.

Two or more years of experience working in the fields of records management or legal compliance.
Ability to communicate effectively and establish and maintain effective working relationships. Ability to work in a faced-paced and deadline driven environment.
Experience managing multiple tasks simultaneously and working in a team environment. Experience using case management or document management applications, such as Microsoft Dynamics CRM.
Knowledge of the Virginia Freedom of Information Act (VFOIA).
Proficient in Microsoft Word and Excel.

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.

Job is generally sedentary in nature, however, visual acuity is required to read data on computer monitor; incumbent must be able to operate keyboard-driven equipment. Must communicate with others. Employee may be required to lift up to 15 pounds. All duties performed with or without reasonable accommodations.

Panel interview.
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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