Administrative Assistant IV
This position, located in the Office of the Executive Director, provides executive administrative support to the Deputy Director of Clinical Operations, as well as additional senior leadership staff to assist with services provided at multiple locations throughout Fairfax County. Serves as primary contact preparing a wide variety of documentation for the leadership staff utilizing current software applications that includes complex spreadsheets, presentation materials with graphics, charts, flow charts, agendas, and narrative materials. Remaining proficient in new technology to assist in preparation of documents, facilitating scheduling, distribution of communications and monitoring of agency related activities.
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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.
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
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.
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).
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.
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.
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.
Serves as unit expert or lead over other clerical/administrative positions.
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;
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.
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.
Required Knowledge Skills and Abilities
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.
Basic math skills.
Intermediate skills in use of applicable Microsoft Office Word.
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 gather, integrate, and analyze simple 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 five functions.
Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).
Ability to maintain confidentiality and be sensitive to political issues.
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).
Driver's License - required upon hire
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry, a driving record check, and a sanctions screening to the satisfaction of the employer. TB screening upon hire and annually thereafter.
Over five years of administrative experience with advanced skills using MS Office Suite including Word, Excel, PowerPoint, Access and Publisher. Strong verbal and written communication skills, ability to analyze situations, prioritize, manage time as well as work with minimal supervision. Excellent interpersonal skills, including the ability to work with people of diverse backgrounds.
Ability to effectively communicate with others in person, on telephone and in writing; to use keyboard; to transport/lift carry items weighting up to 10 pounds; and to operate personal vehicle. All duties performed with or without reasonable accommodations.
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.