Csb Board Clerk (admin Assistant Iv)

Location
Fairfax, Virginia
Salary
$43,031.46 - $71,719.23 Annually
Posted
Jun 05, 2021
Closes
Jun 12, 2021
Ref
21-01086
Hours
Full Time
Job Announcement

The Clerk to the Fairfax-Falls Church Community Services Board (CSB), work involves creating, coordinating, and maintaining a permanent record of the Fairfax-Falls Church CSB meetings, actions and activities including historical and current official records.

Uses considerable judgment and independent action and may include the delegation of work to others. Work requires a high level of discretion and often requires the use and handling of confidential information. Responds to requests from the public, and county employees related to information and/or services. Functions in the capacity of liaison with citizens and senior officials, fielding a wide variety of questions about Board operations and processes, while demonstrating the ability to differentiate issues and appropriate responses. Lends support to the CSB leadership in the Executive Office. Displays extreme flexibility in adapting to a changing environment, contributes and works as part of an administrative support team, serving as backup to receptionist.

Functions and Responsibilities:
  • Attends Board meetings; takes and maintains meeting minutes as historical account for public inspection; submits minutes for approval; maintains agenda books; maintains files for correspondence, and other documents.
  • Prepares resolutions, proclamations, etc., assuming responsibility for content and format; prepares agenda notebooks; prepares for Board meetings; sets up meeting room; makes sure recording equipment is in place; arranges for meals.
  • Assists in the preparation of the annual budget; makes revisions to and prepares notebooks for approved budget.
  • Prepares for annual Board retreat; prepares notebooks and agenda; arranges for meeting place, meals and facilitator.
  • Follows-up on all meetings; sends letters and signed resolution to legislators, other agencies, boards and committees' appointees. Ensures agendas and minutes are posted on the internet.
  • Keeps boards, commissions and committees book updated; keeps up with term expirations; makes sure new appointments and reappointments are updated.
  • Sets up appointments, schedules and meeting places; schedules meetings for department managers and other agencies in the meeting room; makes schedules, board meeting calendar, agenda schedule for departments, etc.
  • Acts as liaison with other departments, department heads and board officials.
  • Utilizes various computer software programs including word processing, spreadsheet, publishing and file maintenance programs to store, and/or retrieve and format information as requested or otherwise necessary.
  • Acts as back-up for other county meetings as needed; takes meeting minutes and submits for approval.
  • Performs difficult skilled administrative work, composing and maintaining historical and current official records and minutes, preparing and maintaining detailed, complete, official and/or confidential records and files, and related work as apparent or assigned. Work requires a high level of discretion and often requires the use and handling of confidential information. Work is performed under the limited supervision of the County Manager.
Functional areas: executive or upper management support, behavioral health administration, and/or records management

Note: To learn more about careers that make a difference, watch our video " CSB: Making a Difference in Our Community "

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
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.

Fiscal Administration
  • Approves and authorizes accounts through corporate system;
  • Monitors external accounts and resolves discrepancies;
  • Reviews and reconciles status reports.

Accounting
  • Resolves problems by performing qualitative review of individual cases;
  • Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Purchasing
  • Researches and recommends equipment/vendors and prices;
  • Determines substitutes for supplies and low value equipment;
  • 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;
  • 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.

Communication
  • 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).

General Administrative
  • Develops filing systems (paper and/or electronic);
  • Develops internal mailing processes and procedures;
  • Prepares non-routine responses to correspondence.

Receptionist/Public Contact
  • 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.

Information Systems/Software
  • 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.

Reports
  • Prepares routine reports and statistics based on information compiled from various sources;
  • Determines report format and elements.

Personnel
  • Initiates the full range of processing for complex personnel actions;
  • 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.


Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
  • 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.

Math Skills
  • Basic math skills.

Word Processing/Typing
  • Intermediate skills in use of applicable Microsoft Office Word.

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.

Information Abilities
  • Ability to gather, integrate, and analyze simple 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 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.).

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 the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
High school graduation and three 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, a Child Protective Services Registry, and a sanction screening to the satisfaction of the employer. A TB screening upon hire.

This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies).

PREFERRED QUALIFICATIONS:
  • 5-years or more of professional experience attending meetings and making a record of action items.
  • 1-year professional experience supporting board members.
  • 1-year or more of professional experience attending meetings, making a record of and transcribing meeting minutes.
  • Experience handling confidential information.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature. Ability to read data on computer monitor, operate keyboard driven equipment; lift up to 20 lbs and transport supplies for meetings; communicate well with others; and manage competing priorities. Travels to various locations throughout Fairfax County to provide coverage, attend meetings and trainings. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a 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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