Administrative Assistant Ii

Location
Annandale Va 22003, Virginia
Salary
$37,582.48 - $62,638.16 Annually
Posted
Nov 26, 2022
Closes
Dec 03, 2022
Ref
22-03246
Function
Administrative
Hours
Full Time
Job Announcement

Employment and Training is seeking a reliable, well-organized individual with a dynamic professional attitude to provide administrative and program support to the Senior Community Service Employment Program (SCSEP) and the Workforce Innovation and Opportunity Act (WIOA). Performs data entry for customers and staff and compiles weekly program reports. Initiates and maintains ongoing contact with a variety of clients, partners, and community services providers to inform them of available services, follow-up with clients, and provide ongoing support as needed. Participation in job fairs, presentations, training, event preparation and delivery requires a flexible work schedule. Effectively communicates with individuals and families from a diverse background. The successful applicant must be an active listener, patient, adaptable, and ability to handle a high-volume workload and day- to- day operations with a focus on efficiency and customer service. The position will require an energetic and flexible professional ready and willing to take on different roles and tasks depending on office and program needs.

Uses data entry systems to document, obtain, and verify information, and to generate reports including scanning of documents. Assists with the coordination and monitoring of the unit work. Provides additional support to team members as workloads and deadlines require. Interacts with county staff, community-based organizations, and customers to answer inquiries, problem solve, and verify information that is needed. Identifies, researches, and solves service delivery problems. Coordinates referred services with partner programs and provides support to Virginia Career Works Centers.

Specific duties include but are not limited to:
  • Prepares and maintains reports and records.
  • Assists with screening and enrolling jobseekers.
  • Performs data entry.
  • Participates and engages in outreach opportunities.
  • Assists with meeting deadlines.
  • Assists with the coordination and monitoring of the unit work.
  • Supports the employment center operations.
  • Oversees/Manages the distribution and records of gas and gift cards.
  • Collects and maintains timesheets for work experience programs

Note: Location varies depending on the needs of the department at One-Stop Employment Centers throughout Northern Virginia in the counties of Fairfax, Loudoun, and Prince William. This ad will be used to fill multiple positions.

Note: The assigned functional areas of the position are program administration, human services, customer service & report management.


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.)

General Financial Duties
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.
Communication
Produces and electronically distributes simple documents (e.g., flyers).
Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.
General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.
Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.
Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.
Information Systems/Software
Performs data entry into multiple screens.

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
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.
Communication
Ability to read and comprehend relevant documents.
Information Abilities
Ability to process and integrate simple data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
PC Skills
Basic skills in the use of applicable Microsoft software.

Employment Standards

MINIMUM QUALIFICATIONS:
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).

CERTIFICATES AND LICENSES REQUIRED:
None.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check and a Child Protective Services check.

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.

PREFERRED QUALIFICATIONS:
  • At least one year of providing high level customer service to clients and colleagues
  • Experience in scheduling and coordinating the logistics for complex meetings, appointments, and events
  • Experience delivering services and providing resources to mature workers aged 55+, and individuals with barriers to employment (i.e., individuals with disabilities, ex-offenders, etc.).
  • Compiling and maintaining data reports for grant programs.
  • Knowledge of word processing and data management programs (Microsoft Word, PowerPoint, Excel, Foxit PDF, Adobe, DocuSign, and survey software).
  • Clear and concise oral and written communications skills.

PHYSICAL REQUIREMENTS:
Ability to input, access, and retrieve information from a computer. Ability to perform repetitive hand, arm, wrist, and shoulder movements. Sufficiently mobile to work with clients and employers. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include practical 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 are committed to providing county services to individuals regardless of English proficiency. Qualified candidates who are bilingual in English and another language are encouraged to apply for this job 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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