Administrative Assistant Ii

Job Announcement

Provides confidential and sensitive administrative duties to a wide-array of customers to include the general public, citizens, attorneys, federal agents, law enforcement officers and other government agencies in the Retrieval and Dissemination Section of the Central Records Division. The appointee will be assigned to the information window and must have the ability to multitask, work in a fast-paced environment and provide accurate information in a timely manner. The main responsibilities will be researching and providing dissemination of criminal records, criminal and service reports, processing mail-in request, processing sex offender registration, fingerprinting customers and accepting and processing payments for services rendered. Additionally, the responsibilities include responding to customer inquiries, redacting records, and retrieving information from multiple database systems, the Records Management System (RMS), the Computer-Aided Dispatch (CAD) system and from the Virginia State Police system. Performs additional duties and responsibilities as required by the managers and supervisors.

• Performs a wide range of confidential and sensitive Administrative Assistant duties for the general public, police officers and other government agencies;
• Performs analysis, research data by accessing microfiche and microfilm readers;
• Responds to requests for information from the general public and other components of the criminal justice system of Fairfax County Government;
• Disseminates and redacts police records according to Virginia State laws and the Virginia Freedom of Information Act (VFOIA) guidelines;
• Processes, retrieves, and copies all mail-in requests for accident and incident reports requested by citizens, insurance companies and police officers;
• Research cases via multiple database systems, the Records Management System (RMS), the Computer-Aided Dispatch (CAD) system and from the Virginia State Police system as requested by attorneys, federal agents, and police officers;
• Handles telephone inquiries and person-to-person inquiries at the Central Records customer service window and aid citizens in obtaining various reports, letters of verification, photographs, and fingerprinting services, etc.;
• Accepts and processes payments for fees paid for verification letters, record checks, fingerprinting and photographs, etc. using the credit card machines, the cash register and other office equipment; and
• Sorts and distributes incoming U.S. and county mail to their respective locations.
• Must have strong communication and customer service skills, the ability to work in a team environment and independently with minimum supervision.
• Knowledge of the Fairfax County General Orders and laws pertaining to the Virginia Freedom of Information Act (VFOIA). Knowledge of various office machines and equipment, including Personal Computers, printers, copiers, fax machines, scanners, cash registers, microfiche, and microfilm readers.
• Detailed-oriented, responsible, and possesses a high-level of customer service skills.
• The ability to work with confidential and sensitive information; and the ability to communicate clearly both orally and in writing with all levels of the organization and with the general public.

Note: The assigned functional areas of this position are Records Management and Customer Service.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for “Any combination, experience, and training equivalent to”) Any combination of education, experience, and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:
Detailed-oriented, organized and experienced with databases and Record Management Systems (RMS).

CERTIFICATES AND LICENSES REQUIRED:
Driver's License (Required)

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 this position will be required to complete a criminal background check, credit check, and driver's record check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Work requires the ability to operate keyboard-driven equipment and to sit for long periods. Employment contingent on completion of background investigation and employee is subject to random drug testing. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include 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.