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Administrative Assistant V

Employer
Fairfax County Government
Location
Fairfax, Virginia
Salary
$47,145.49 - $78,575.74 Annually
Closing date
Nov 16, 2019

Job Details

Job Announcement

Provides a full range of administrative, senior-level and clerical support for the Director, Office for Children (OFC) and OFC senior staff. Manages communications, scheduling and coordinating meetings for the director's office, including senior staff. Develops and implements policies and procedures. Supervises and coordinates OFC reception areas. Provides coordination, guidance and direction to all OFC administrative staff. Supervises an Administrative Assistant II and IV. Designs presentations and materials, edits documents. Oversees and prepares purchase orders for supplies, equipment and materials. Manages and assembles travel packets. Assists with allocation of office space. Produces presentation and report materials for OFC Director and senior staff. Serves as staff support for the School Readiness Community Collaborative Council. Acts as liaison between OFC from Board of Supervisors, and Clerk to the Board, Child Care Advisory Council and members of community. Acts as liaison to the Child Care Advisory Council. Provides support for large community events. Schedules meetings, disseminates agendas and prepares minutes following meetings. Composes routine correspondence for signature of OFC Director and senior staff. Participates as a member of the editorial staff of a monthly newsletter.

Schedule: Flexibility is required to attend occasional evening/weekend meetings and events.

Functional areas include: providing general administrative support and/or executive administrative support.

Illustrative Duties

General Financial Duties
  • Supervises a group of clerical/accounting personnel;
  • 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.
Fiscal Administration
  • 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).
Accounting
  • Performs duties requiring entry level professional knowledge of basic accounting principles;
  • Reconciles and monitors unit's accounting processes;
  • Resolves non-routine and complex problems;
  • Prepares wire transfers;
  • Performs unique accounting functions that have department-wide impact.
Purchasing
  • 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.
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;
  • 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.
Communication
  • 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.
Office Management
  • 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).
General Administrative
  • Responsible for and determines administrative procedures.
Receptionist/Public Contact
  • 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.
Word Processing/Typing
  • Supervises word processing staff including training of staff;
  • Edits for style, format, and/or layout.
Information Systems/Software
  • 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.
Reports
  • Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.
Personnel
  • 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.
Executive Assistance
  • 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.
Math Skills
  • Basic math skills.
PC Skills
  • Intermediate skills in the use of applicable Microsoft Office Suite software;
  • Intermediate skills in the use of agency specific software applications.
Communication
  • Ability to communicate well through written and oral means;
  • Ability to speak in front of a group.
Information Abilities
  • Ability to gather, integrate, and analyze complex data.
Interpersonal Abilities
  • 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 Standards

MINIMUM QUALIFICATIONS:
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 a check of the Child Protective Services Registry to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:
  • Three or more years of experience providing support for senior management.
  • Proficient computer skills, and in-depth knowledge of Outlook and computer software such as Microsoft Office Suite applications (i.e., MS Word, Excel, PowerPoint).
  • Knowledge of standard office administrative practices and procedures.
  • Experience supervising staff.
  • Excellent calendar management skills.
  • Experience creating PowerPoint and other presentations.
  • Knowledge and work experience in utilizing an Enterprise Resource Planning (ERP) system, specifically a purchasing module.
  • Experience ordering supplies, equipment, materials and allocating office space.
  • Experience making travel arrangements.
  • Demonstrated experience handling a wide range of administrative and senior management support related tasks.
  • Ability to work independently with minimum supervision.
  • Well organized, flexible, proactive, resourceful and efficient.
  • Excellent verbal and written communication skills and ability to pay attention to detail.

PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature. However, incumbent may be required to do some walking, standing, bending, and carrying of items up to 25 pounds. Ability to operate keyboard-driven equipment. Ability to communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

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.

Company

Fairfax County, Virginia is a diverse and thriving urban county. As the most populous jurisdiction in both Virginia and the Washington metropolitan area, the County's population exceeds that of seven states. The median household income of Fairfax County is one of the highest in the nation and over half of its adult residents have four-year college degrees or more educational attainment. Fairfax County also is home to an extensive commercial office market and is a major employment center.

Fairfax County Government is a great place to work, with a variety of jobs in different fields, great benefits, and an enjoyable working environment. We serve nearly one million residents in one of the largest counties in the country. Our talented employees have established Fairfax County as a leader in nearly every facet of public service and have won national recognition as innovators in local government.The size of Fairfax County government and the diversity of services it provides to citizens allows opportunities for personal growth and development, without ever having to change employers. In addition to pay, Fairfax County Government provides an employee benefits package worth approximately 25% of your salary in additional compensation. This package of benefits consists of programs designed to protect you and your family during your employment with the county and into your retirement years.


BENEFITS INCLUDE:
Health Insurance
Dental Insurance
Group Term Life Insurance
Contributory Retirement Plan
Deferred Compensation
Flexible Spending Account Programs
Long Term Disability Insurance
Long Term Care Plan
Tuition Assistance Program
Employees' Child Care Center
Virginia College Savings Plans

Fairfax County's Application Process: Fairfax County uses an online application process called NEOGOV at www.fairfaxcounty.gov/jobsfor nearly all positions.

Applicants who need assistance with the online application process are welcome to come to the Application Center at Fairfax County's HR Central where staff will be happy to work with you to establish an account and get your resume into the system. HR Central is located in the Government Center at 12000 Government Center Parkway, Suite 270, Fairfax, VA, and is open Monday through Friday, 8:00 a.m. to 4:30 p.m. Or call 703-222-5872 for more information.

For more information on applying, please click here - https://www.governmentjobs.com/home/applicationguide.

Company info
Website
Location
12000 Government Center Parkway
Suite 270
Fairfax
VA
22035-0034
US

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