Serves within the Domestic Relations Services Unit, reporting to the unit director and is responsible for all administrative aspects of the unit. Office management services include ordering supplies, managing office space, and reporting problems with equipment and computer systems. Performs record management by overseeing the creation and accuracy of computer files in BADGE by administrative staff. Prepares cases in BADGE to be merged when necessary. Processes and reviews legal documentation and all information related to legal and/or non-legal action for intake of custody, visitation, child and spousal support, paternity, and family abuse court cases with a high degree of accuracy using state and county computer systems: BADGE, JDIS, JSVS, and JDAC. Analyses and interprets court orders and court records in JSVS to determine appropriate actions. Maintains data and provides reports using Excel, Access and Adobe to track productivity, outcomes and measures. Maintains and updates forms and HR documents, including boilerplate documents. Supervises seven positions. This also includes interviewing, hiring, training and coaching, evaluating, and making recommendations for disciplinary action when necessary. Supervises and oversees all aspects of several dissimilar functions and services in Domestic Relations Intake and Mediation, which each have distinct training needs. Determines staffing needs and has accountability for results. Serves as Domestic Relations Services primary liaison for the following Unit's: Mediation, Community Corrections Services, and Supervised Visitation and Exchange.
Serves as a resource for the handling of particular functions, including answering questions and assisting in resolving problems. Owns and analyses functions relating to workflow, equipment, technology and scheduling conflicts, including long-range planning for cross-training and succession-planning. Assists unit director with the planning, scheduling and execution of unit events. Maintains public spaces in the office in compliance with legal requirements and trauma-informed practices. Additionally, this position is responsible for providing services to the public and other individuals consistent with the policies and procedures of the Court. Requires extensive knowledge of court policy and procedures as well as statutes of Virginia and other jurisdictions within Fairfax County. Requires ability to problem-solve in new and evolving situations and draw from a body of knowledge including domestic relations, mediation and human resources to create solutions. Performs other related duties as deemed necessary by the unit director.
Note: The assigned functional areas for this position include general administration, office management, and/or customer service.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
Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;
Determines, modifies, and implements administrative policies, procedures and methods to improve office practices;
Designs and uses spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Analyzes data and develops budget recommendations and projections for unit;
Administers several complex funds, projects, contracts and/or grants;
Processes journal and/or budget entries (e.g., change orders, accruals).
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and high value equipment;
Coordinates the purchase of non-standard items (e.g., purchases requiring coordination with other departments, multi-fund purchases, and/or biohazardous material acquisition);
Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;
General Executive Assistance
Provides advice and counsel to members of the executive/work unit head's functional area;
Exercises discretion in administrative policy interpretation;
Resolves a wide variety of operational problems requiring sound judgment.
Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;
Recommends exceptions to administrative policies that are subject to review.
Scheduling & Coordinating for Others
Supervises or handles the most complex, non-routine activities where consequence of error is high;
Coordinates all logistic activities for visits by external groups;
Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;
Negotiates prices for goods and services required at meetings;
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;
Explains and interprets policies as they apply to unique situations with potential legal and safety implications;
Researches, coordinates, and provides information to others including citizens, executive/work unit head, and/or BOS members/staff;
Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.
Supervises several dissimilar or specialized functions each with unique training requirements;
Devises procedures for complex or specialized functions;
Anticipates and develops procedures/tools to prevent problems; solves unusual problems;
Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications;
Analyzes short and long-range administrative needs such as space, staffing of functional area).
Responsible for and determines administrative procedures.
Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action;
Recommends procedural changes;
Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.
Supervises word processing staff including training of staff;
Edits for style, format, and/or layout.
Trains staff in use of agency information systems/software;
Creates complex spreadsheets for department;
Operates/manages complex databases & other software using advanced functions;
Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.
Supervises all personnel administrative functions for the department;
Reviews new departmental policies for HR implications and recommends and implements administrative changes;
Researches and recommends solutions to non-routine/one-of-a-kind problems;
Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);
Works with hiring manager to coordinate appointment and review process;
Reviews class specifications and recommends requested job classification;
Develops administrative HR-related procedures for agency.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 of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.
Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
Ability to maintain confidentiality and be sensitive to political issues.
Knowledge and sensitivity to issues, priorities, protocol, etc.
Basic math 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;
Ability to speak in front of a group.
Ability to gather, integrate, and analyze complex data.
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 eight functions.
Personnel and Payroll
Ability to perform all human Capital Management Enterprise Resource Planning system functions.Employment StandardsMINIMUM 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 four years of experience providing administrative support in the assigned functional area(s).NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and child protective services check to the satisfaction of the employer.PREFERRED QUALIFICATIONS:
- Four years of prior supervisory experience
- Four years working in a human services or court services agency
- Four years providing front line customer service in a fast-paced work environment
- Two years working as an office manager
- Advanced skills in the use of Microsoft Office Suite, including the ability to generate reports and analyze data in Excel
- Experience using specialized software/databases such as FOCUS, FILO, and HCM.
Ability to operate keyboard driven equipment. Ability to operate standard office equipment. Job is sedentary in nature; however, incumbent must be able to lift/move up to 15 lbs. Visual and auditory acuity is required to communicate with others and read data on computer monitor. All duties performed with or without reasonable accommodations.SELECTION PROCEDURE:
Panel interview and may include written 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