Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$43,031.46 - $71,719.23 Annually
Posted
May 16, 2021
Closes
May 22, 2021
Ref
21-00896
Function
Administrative
Hours
Full Time
Job Announcement

As a team member of the Communications Policy and Regulation Division, assists the Division Director in leading a complex division, working collaboratively with senior management and administrative staff to foster an atmosphere of quality customer service and administrative excellence. Performs, processes, and manages a variety of advanced analytical and customer service duties. Develops and maintains systems for maintenance of legal documents, compliance records, and policy research materials. Maintains mail log, electronic performance measurement tracking system, and office leave calendar. Serves as back-up for payroll contact. Maintains confidentiality and exercise discretion. Handles all administrative functions for the Division Director. Specific duties include but are not limited to:

  • Manages flow of information and official documents and prepare correspondence for Division Director's review and signature.
  • Performs special assignments, research, report preparation and assists with other major functions for the Division Director and the Division's senior management staff. These functions include:
    • Collects, reviews, and edits Board items;
    • Ensures the timely completion of work assignments;
    • Prepares presentations and spreadsheets in Microsoft Word, PowerPoint, Excel, and Adobe Acrobat formats;
    • Designs and lays out reports using specialized software packages;
    • Prepares routine reports and statistics based on information compiled from various sources;
    • Prepares travel/training-related agendas and reimbursement documentation for the Division;
    • S erves as staff support by attending meetings and ensuring follow-up on action items.
  • Develops and maintains systems for maintenance of electronic and paper records in the Division.
  • Serves as control records manager for franchise files that contain original signed legal documents, insurance, bonds, franchise applications, transfers, legal documents, etc.
  • Tracks and maintains records of all legal and technical certifications required of Division staff.
The ideal candidate will demonstrate effective decision-making and problem-solving with minimal guidance; proactively seek opportunities and develop action plans for continuous improvement in the quality of service delivered; foster a collaborative work environment through teamwork and relationship building; exercise excellent interpersonal communication skills.

Note:
The assigned functional areas of the position are general office support, executive support, communications, consumer protection, and records management.

Employment Standards

MINIMUM QUALIFICATIONS:
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).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
  • Three or more years of experience providing administrative or executive support;
  • Experience in working in the communications regulation or consumer protection field;
  • Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
  • Basic math skills;
  • 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;
  • Ability to maintain confidentiality and be sensitive to political issues.
  • Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions;
  • Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, creating personnel changes, determine cost center codes, etc.);
  • Intermediate skills in the use of applicable Microsoft Office Suite software (i.e., Word, PowerPoint, Excel, and Adobe Acrobat formats).
NECESSARY SPECIAL REQUIREMENTS:
  • The appointee to the position must satisfactorily complete a criminal background check.
  • Ability to work occasional nights, weekends, and overtime.
PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor; ability to operate keyboard driven equipment; ability to lift up to 15 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or status as a veteran 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.

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