Administrative Assistant Iii

Expiring today

Location
Fairfax, Virginia
Salary
$39,663.31 - $66,105.10 Annually
Posted
Jul 17, 2021
Closes
Jul 27, 2021
Ref
21-01387
Function
Administrative
Hours
Full Time
Job Announcement

This is an exciting time to join Fairfax County Government as we shape racial and social equity policies in the county through the One Fairfax Policy. Using this framework, we intentionally consider equity when making policies or delivering programs and services. To learn more, we highly encourage you to watch the Becoming One Fairfax—An Introduction to Key Concepts video by clicking here and visit the One Fairfax webpage here.

ABOUT THIS POSITION: Works in the Historic Courthouse in Fairfax City or the Pennino Building to support the Department of Family Services (DFS), Division of Domestic and Sexual Violence Services (DSVS). We invite you to learn more about DFS and its Mission, Vision, and Values, by clicking here . Please note, this job announcement may be used to fill other vacant Administrative Assistant III positions within DSVS.

Under general supervision of the Administrative Assistant IV, performs tasks independently to provide administrative support to various programs within DSVS, including Advocacy, ADAPT, Counseling, Community Engagement Services, and Countywide Coordination. Serves as a key member of the Cross Program Support team.

Duties and responsibilities include the following:
  • Greets clients and directs them to the appropriate DSVS staff or program
  • Answers and attends to assigned DSVS communications lines, responds to clients’ needs, and assigns client referrals to appropriate program staff
  • Provides DSVS programs and services information to clients and assists them with forms
  • Maintains assigned calendars for office coverage and staff members schedules and client appointment cancellation
  • Provides administrative support to cross-agency meetings and councils
  • Assists with the monitoring of Lethality Assessment Protocol (LAP) messages and completes required tracking tasks
  • Manages and monitors inventory, ordering office supplies and printed material
  • Performs data entry and collection activities, and ensures information is entered into the assigned databases, in a timely manner
  • Processes emergency resource requests for clients
  • Facilitates the monitoring and tracking of donated resources
  • Supports hiring managers during the recruitment process to include preparing interviewing materials and scheduling appointments with applicants
  • Maintains coverage of office space and phones to ensure clients and the public have their needs met when calling or coming to DSVS
  • Uses multiple data collection programs and information to prepare statistics and reports
  • Collaborates with Management Analysts on completion of required reports for programs and grants
  • Establishes, modifies, and maintains a system for tracking the progress of expenditures within the assigned DSVS program(s) and/or grant(s)
  • Trains volunteers, interns, and new staff in administrative processes as requested
  • Attends evening, and/or weekend meetings and activities, as needed, and/or captures meeting minutes
  • Carries out other duties as assigned to ensure DFS and DSVS missions are met

KNOWLEDGE, SKILLS AND ABILITIES:
  • Ability to exercise a high degree of interpersonal skills, including keen listening, and verbal communication abilities
  • Ability to exercise good analytical thinking skills
  • Ability to support senior executives and/or managers
  • Ability to use Microsoft Office Suite and other software applications at a high degree of proficiency
  • Ability to work with limited direction to address identified objectives and exercise good judgment
  • Ability to proactively problem solve
  • Ability to transport self to locations across the county
  • Ability to work independently and as part of a team
  • Ability to manage competing priorities and work in a fast-paced environment
  • Ability to develop and maintain organizational systems
  • 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 exercise high level of attention to detail and follow through on assigned tasks

ILLUSTRATIVE DUTIES:
  • Handle client calls and referrals and assign them to an appropriate staff member.
  • Provide administrative support for large multi-agency meetings, including scheduling, taking minutes, and follow-up support.
  • Develop best methods to track inventory such as software, technology, office space, and resources for clients.
  • Handle all administrative aspects of a job hiring process.
  • Produce monthly data reports based on data you have collected during the month.

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 this position are general administrative support, data and record management, scheduling & coordination, communication, office management, or receptionist/public contact.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
None.

PREFERRED QUALIFICATIONS:
  • A bachelor's degree in business or other related fields
  • Experience supporting senior executives and/or managers
  • 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
  • Bilingual (English-Spanish), written and verbal

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

This position is considered essential personnel and will be required to report to work during times designated countywide as approved for unscheduled leave regardless of the emergency situation (i.e., weather, transportation, other disasters).

PHYSICAL REQUIREMENTS:
Must be able to transport self to different worksites and meetings, as necessary. Ability to use automated technology. Ability to communicate clearly and concisely, both orally and in writing. Employee may be required to lift up to 40 lbs. Ability to stand, stoop, bend, stretch, walk, sit and type at a computer. Ability to input, access, and retrieve information from a computer. All duties are performed with or without reasonable accommodation.

SELECTION PROCEDURE:
Panel interview, 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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