Job Announcement

This position provides support for the Fairfax County Fire and Rescue Department’s Public Information Office and Community Risk Reduction Section. Works under general supervision to provide professional support for both sections, including completion of a variety of non-routine administrative support assignments involving coordination with senior department staff, county staff, elected officials and residents. These assignments include statistical and program analysis, system administration and database management, procurement responsibility and fiscal support. The position also edits and maintains a multitude of publications for the agency.

The assigned functional areas of this position are Customer Service, General administrative and Office 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
Uses existing spreadsheets and databases to interpret and organize resource information;

Fiscal Administration
Reviews and reconciles status reports.

Performs petty cash custodial duties;

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;
Monitors contract compliance (e.g., expirations, payment terms, costs);
May act as procurement card manager.

Scheduling & Coordinating for others
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;
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 several administrative functions (e.g., records management, reception);
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;

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;
Designs and lays out publications using specialized software packages;

Reports
Prepares routine reports and statistics based on information compiled from various sources;

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.

Communication
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.

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

Employment Standards

MINIMUM QUALIFICATIONS:
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).
PREFERRED QUALIFICATIONS:

• Experience with Adobe InDesign
• Proficiency in Microsoft Office Suite

CERTIFICATES AND LICENSES REQUIRED:
None.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, and sanctions screening to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:

• Regularly required to sit, talk, hear and use hands to finger, handle or feel.
• Frequently required to walk and stand.
• Occasionally required to climb, or balance; stoop, kneel, crouch, or crawl.
• Occasionally lift and/or move up to 30 pounds.
• Visual acuity, ability to utilize keyboard operated equipment.
• All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; 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. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.

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