Administrative Assistant IV

$41,218.94 - $68,698.45 yr
Apr 10, 2017
Apr 24, 2017
Full Time
Works as part of the Medical Services Branch in the Fairfax County Adult Detention Center, within the Fairfax County Sheriff's Department to provide administrative support. The incumbent must be a proven leader, knowledgeable of health care office and health care record management processes and procedures and is responsible for the coordination of administrative processes and procedures of the Medical Services Branch. Other duties include:
  • Supervises and trains up to five medical administrative staff 5 health records support staff.
  • Schedules and coordinates up to 1,366 patient-inmates' health care appointments internally (on-site) and in the community (externally), while simultaneously ensuring safety and security by effectively communicating and collaborating with sworn and civilian agency personnel.
  • Develops the daily appointment schedule for multiple advanced level practitioners (physicians, nurse practitioners, dentists, optometrists, radiologists, etc.) that are onsite and in the community.
  • Develops and maintains multiple excel workbooks and spreadsheets in order to effectively track and ensure compliance with multiple medical department specific tasks to include, but not limited to: court-ordered, community and other correctional jurisdiction health record requests, licensed personnel's credentials and continuing education requirements, business associates' memorandums of agreement and/or contracts, medical equipment and supplies and more than 100 healthcare standards of multiple accrediting entities, (e.g., NCCHC, ACA & DOC).
  • Organizes and combines monthly health care services statistics and quality performance outcomes.
  • Composes memorandums and health care meeting minute notes.
  • Performs other administrative supportive functions for the health services administrator as needed.
Illustrative Duties

General Financial Duties

  • 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.

Scheduling & Coordinating for others

  • Manages supervisor's calendar which may require negotiating time and place;
  • 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;


  • 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

  • Generates unique reports;
  • Creates complex spreadsheets for work unit;
  • May supervise.


  • Prepares routine reports and statistics based on information compiled from various sources;
  • Determines report format and elements.
Required Knowledge Skills and Abilities 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.
  • 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.
Employment Standards

Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the health care services area.

Prior to appointment, must successfully complete a criminal background investigation, a polygraph examination, and a medical examination. Applicant will be subject to criminal background checks, public safety and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee will be required to submit a request for a criminal history record check and/or credit check. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

Job is generally sedentary in nature, however, visual acuity is required to read data on computer monitor, incumbent must be able to operate keyboard driven equipment. Must communicate with others. Employee must be able to push, bend, twist; lifting may be required up to 35 lbs. All duties will be accomplished with or without reasonable accommodations.


  • Must have three or more years of full-time supervisory experience in a health care office environment including health care record management processes.
  • Must have knowledge of medical terminology and a basic understanding of medical billing processes.
  • Excellent customer service skills with the ability to interact in a friendly, service-oriented and professional manner with internal and external customers.
  • Proficient in computer programs, including Microsoft Word, Excel and Outlook;
  • Bilingual English/Spanish skills desired.

Panel interview; May include exercise.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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 711. EEO/AA/TTY.

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