Serves as an administrative assistant to the Commander of Administrative Support Bureau, and assists the Financial Resource Director when needed. Processes correspondence; schedules tasks; prepares and/or writes reports; proofs memoranda and letters within required timeframes and maintains files. Maintains records of incoming and outgoing correspondence and assignments. Reviews time and attendance records for the Bureau bi-weekly in TeleStaff, ensuring all time and attendance records are complete and submitted in compliance with rules. Provides a high-level of customer service assistance. Handles other tasks as required.

Illustrative Duties

Scheduling & Coordinating for Others

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

Communication

• Composes routine correspondence on behalf of the executive/work unit head.

Office Management

• Provides administrative support and implements procedures;
• May supervise others;
• Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
• Trains and orients new employees;
• Provides and explains relevant policies and procedures.

General Administrative

• Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact

• Schedule appointments;
• Explains departmental policy/procedure but does not interpret them;
• Responds to inquiries that require referencing a variety of sources and utilizing
• knowledge of the department/county operations.

Word Processing/Typing

• Keys/types complex documents (e.g., technical);
• Proofs spelling and grammar;
• Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
• Compiles reports from edited drafts;
• Uses macros and templates developed by others.

Information Systems/Software

• Performs data entry with some knowledge of department/work unit/program;
• Manipulates screens for additional entries;
• Generates routine reports;
• Creates simple spreadsheets;
• Maintains databases.

Reports

• Compiles routine factual/numerical reports using readily available information

Personnel

• Explains routine personnel policies and procedures;
• Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management.

Required Knowledge Skills and Abilities Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing

• Basic skills in the use of Microsoft Word.

PC Skills

• Basic skills in the use of applicable Microsoft Office Suite software.

Communication

• Ability to write simple documents.

Information Abilities

• Ability to process and integrate complex 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 two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee may be required to submit a request for a criminal background check and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:
Experience using Microsoft Office Suite computer applications. FOCUS/HCM experience. Strong decision-making skills. Self-motivated and able to work independently. Must have demonstrated strong communications and customer service experience. Experience with TeleStaff for time and attendance record keeping.

PHYSICAL REQUIREMENTS:
Work requires the ability to operate keyboard-driven equipment and to sit for long periods.
All duties are performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

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.