Administrative Assistant Iv

Job Announcement

The Fairfax County Health Department is a progressive public health leader serving 1.2 million residents from diverse ethnic, cultural and economic backgrounds. We invite you to apply to become a member of our thriving workforce, together making a difference in the health of our community!

Provides high level administrative support to the Health Department's Director of Administrative Operations, and to managers in the areas of human resources, fiscal management, and information technology. Performs a wide range of office duties requiring independent action to support the efficient and effective operation of the division.

The position:

• Greets, interacts with, and provides accurate information to visitors to the Division of Administrative Operations.
• Communicates effectively and provides responsive customer service to internal and external customers.
• Creates, formats, and proofreads a variety of documents, correspondence, and other communications using Microsoft Office Suite and other applications.
• Organizes and maintains accurate records and up-to-date files, applying relevant record retention schedules as necessary.
• Creates and maintains databases to effectively manage information, preparing routine reports and statistics based on information compiled from various sources.
• Assists with department and division administrative processes, such as tracking procedural memorandums (PMs), memorandums of understanding (MOUs), and purchase orders.
• Manages calendars, schedules meetings, and takes meeting minutes, as requested.
• Assembles/prepares packets of information.
• Maintains complete supply of office materials for the division.
• Exercises discretion and sound judgment with sensitive, difficult, or unusual situations or information.
• Works independently to prioritize and complete assignments on schedule.
• Works collaboratively with teams or independently on special projects or initiatives, as assigned.

Note: The assigned functional areas of this position are: General Administrative, Office Management, Scheduling & Coordinating, Receptionist/Public Contact and Information Systems/Software.

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
Reviews and approves disbursement forms;
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Fiscal Administration
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Accounting
Supervises staff performing clerical accounting duties at the Asst. II and III levels;
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
Performs petty cash custodial duties;
Audits clerical accounting procedures in other agencies.
Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
Authorizes requests for goods and services in corporate system;
Monitors contract compliance (e.g., expirations, payment terms, costs);
May act as procurement card manager.
Scheduling & Coordinating for others
Manages supervisor's calendar which may require negotiating time and place;
Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;
Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.
Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).
Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Manages a small work unit;
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.
General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.
Receptionist/Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.
Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Maintains Web pages;
Designs and lays out publications using specialized software packages;
May supervise.
Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.
Payroll
Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
Researches payroll issues (e.g., overtime, leave hours).
Interprets policies & procedures.
Personnel
Initiates the full range of processing for complex personnel actions;
Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
Counsels employees on basic benefit questions;
Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
Advises supervisor and provides information regarding HR policies and procedures.
Prepares diversity report.

Employment Standards

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).
Click here to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to"

CERTIFICATES AND LICENSES REQUIRED:
Cardiopulmonary Resuscitation - CPR
AED

PREFERRED QUALIFICATIONS:
Associate degree or higher.
Strong organizational skills and attention to detail.
Excellent oral and written communication and interpersonal skills.
Extensive experience in the use of Microsoft Office Suite and other software applications.
Experience handling confidential and/or sensitive information.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check, Child Protective Services Registry check, and a driving records check.
PHYSICAL REQUIREMENTS:
Employee is required to walk, stand, sit, bend, kneel, climb stairs and carry equipment up to 25 pounds in weight as required for the position. Uses hands to grasp, handle or feel. Visual acuity is required to read data on a computer monitor. Ability to operate keyboard driven equipment. Position frequently communicates and must be able to exchange accurate information with others verbally and in writing. 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 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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.