Administrative Assistant Supervisor (admin Asst Iv)

Location
Fairfax, Virginia
Salary
$43,031.46 - $71,719.23 Annually
Posted
Jun 05, 2021
Closes
Jun 12, 2021
Ref
21-01117
Hours
Full Time
Job Announcement

Supports the Division of Children, Youth and Families (CYF). If you are looking to work in a diverse community to strengthen the well-being of children and families, then this opportunity may be ideal for you. We invite you to learn more about DFS and its Mission, Vision, and Values, by clicking here.

ABOUT THIS POSITION: The Administrative Assistant IV provides administrative support to the Department of Family Services (DFS) and is a member of the Foster Care and Adoption (FC&A) Resource and Support (R&S). Functional areas of this position include record and data management, scheduling and coordination, communication, office management or receptionist/public contact, and supervising. Under the general supervision of the Program Manager, this position performs the following duties and responsibilities:

Administrative Function:
  • Coordinates with the budget analyst to manage funding streams in conjunction with the program manager
  • Acts as the custodian and manages the FC&A and FC&A-R&S P-Card program, including tracking receipts and reconciling monthly invoices
  • Collects program data and prepares and monitors statistical reports
  • Prepares interview packages and coordinates materials for retention and redaction
  • Provides training and technical assistance to administrative staff across the division for general administrative duties and duties specific to FC&A-R&S
  • Provides support to the program manager to include performing special assignments, researching and preparing reports, and other correspondence for program manager
Supervisory Responsibilities:
  • Reviews staff’s work to achieve optima performance and provides coaching and feedback to staff
  • Manages employee relations for administrative staff
  • Meets with staff to review performance and goals
  • Manages personnel matter in partnership with program manager and human resources
  • Collaborates with unit supervisors to ensure administrative support and functions are carried out successfully

KNOWLEDGE, SKILLS AND ABILITIES: The appointee for this position must have the following knowledge, skills, and abilities (KSA):
  • Ability to work independently and as part of a team
  • Ability to manage competing priorities and work under a pressured environment.
  • Ability to develop and maintain organizational systems
  • Ability to use software such as Excel, to clean, manipulate, and stage data for analysis
  • Ability to use automated technology to establish and maintain case records
  • Ability to maintain professional ethics and confidentiality of client information
  • Ability to establish and maintain effective working relationships with a variety of individuals
  • Ability to schedule and manage workload sufficiently to meet deadlines
  • Ability to communicate clearly and concisely, both orally and in writing
  • Ability to use critical and analytical skills to resolve issues
Note: All Fairfax County Government employees are expected to adhere to the Standards of Conduct. In maintaining a drug free workplace, employees are prohibited from manufacturing, distributing, possessing, using or being under the influence of alcohol or illegal drugs while at work or on county premises.

Note: The assigned functional areas of the position are record and data management, scheduling and coordination, communication, office management or receptionist/public contact, and supervising.

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:
None.

PREFERRED QUALIFICATIONS:

  • At least three (3) years of supervisory experience
  • At least three (3) years of frontline administrative and customer service experience supporting staff in a human services environment
  • At least two (2) years of experience using and managing automated technology to record, store, and file case management data
  • Possess an intermediate level of expertise in Microsoft Excel, Outlook, Word, and PowerPoint and can demonstrate it through practical exercises


NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check and a Child Protective Services check.

PHYSICAL REQUIREMENTS:

Duties are generally sedentary and performed in a normal office environment. Sufficiently mobile to deliver materials throughout the building and to set up meeting rooms. Ability to communicate both orally and in writing. Ability to use automated technology. Attention to detail and organization. All duties performed with or without reasonable accommodation.

SELECTION PROCEDURE:
Panel interview, may include practical exercise.

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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