Administrative Assistant to the Executive Director (Administrative Assistant V)
Serves as principle assistant to the Executive Director of the Fairfax-Falls Church Community Services Board (CSB), providing essential support to ensure efficient and effective operations of the entire CSB. At times, may support the deputy directors and assistant deputies with administrative support that impact the agency through coordination of administrative processes and procedures both within CSB administration as well as across the CSB system including communications, CSB wide activities and work processes. Frequent interaction with senior level officials, partners, county staff and the public requiring independent analysis and professionalism to be responsive while maintaining a high degree of discretion and confidentiality. Directly supervises administrative support staff to ensure training, mentoring, and managing performance for timely and proficient delivery of administrative support to senior management. Duties require keen interpersonal skills, flexibility to adapt to changing situations, and skill set to contribute to a positive and productive work environment.
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- 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;
- Acquires insurance via county Risk Management.
- 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.
- Supervises or handles the most complex, non-routine activities where consequence of error is high;
- Coordinates all logistic activities for visits by external groups;
- Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
- Verifies travel arrangements made by visitors (e.g., travel to/from hotel);
- Makes all arrangements required by visitors regarding catering or supplies;
- 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;
- Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.
- 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;
- Researches & selects hardware/software;
- Creates complex spreadsheets for department;
- Operates/manages complex databases & other software using advanced functions;
- Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.
- 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
- 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.
- Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.
- Ability to perform all human Capital Management Enterprise Resource Planning system functions.
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, a check of the Child Protective Services Registry, a driving record check, and a check with the Office of the Inspector General (OIG) to the satisfaction of the employer.
- Previous experience supporting executive level staff and managing executive's schedule, preparing communications as well as screening and prioritizing work flow.
- Previous supervisory experience.
- Skilled in use of Microsoft Office applications and Outlook.
- Experience maintaining confidentiality, interpreting policies and procedures, analyzing situations, setting priorities, conducting research, and communicating accurate information.
- Excellent interpersonal skills, including the ability to work with people of diverse backgrounds.
Duties are generally sedentary, performed in a normal office environment. Ability to effectively communicate with others in person, on the telephone, and via email. Ability to use keyboard. Ability to transport, lift, and carry items weighing up to 15 pounds. Duties can be performed with or without reasonable accommodations.
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 703-222-7314. EEO/AA/TTY.