Administrative Assistant V

Location
Fairfax, Virginia
Salary
$47,145.49 - $78,575.74 Annually
Posted
Jun 12, 2021
Closes
Jun 26, 2021
Ref
21-01149
Function
Administrative
Hours
Full Time
Job Announcement

Serves as an administrative assistant to the Sheriff of Fairfax County, an elected official. Provides professional support to the sheriff and two chief deputies with a high level of responsibility and confidentiality. Processes correspondence, schedules tasks, prepares reports, proofs memoranda within required timeframes and maintains files. Must have the ability to make complex scheduling arrangements involving multiple parties. Handles other tasks as required.

The assigned functional areas of this position are General Executive Assistance, Scheduling & Coordinating for Others, and General Administrative duties.

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
  • Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;
  • 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.

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.


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 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.


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).

PREFFERED QUALIFICATIONS:
Expert skills in writing, editing and grammar. Must be able to draft professional level correspondences on behalf of the Executives. Experience using Microsoft Office (Outlook, Word, and Excel) computer applications. Strong decision-making skills. Self-motivated and able to work independently. Must be flexible and proficient in meeting administrative deadlines. Must be highly proficient at managing the executive's calendars with consideration to the agencies mission and strategies. Must have strong communications and customer service experience. Bilingual (Preferably Spanish).
CERTIFICATES AND LICENSES REQUIRED:
Notary Public-Required within 30 days.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, credit check, driver's license check, polygraph exam and public safety background check to the satisfaction of the employer.
PHYSICAL REQUIREMENTS:
  • Duties are primarily sedentary and performed in a normal office environment.
  • Must be able to enter data into a computer and retrieve it.
  • Tasks may involve extended periods of time at a computer workstation.
  • All duties may be performed with or without reasonable accommodations.


SELECTION PROCEDURE:
Panel interview; may include 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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