Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$43,461.81 - $72,436.42 Annually
Posted
Sep 25, 2021
Closes
Oct 02, 2021
Ref
21-02033
Function
Administrative
Hours
Full Time
Job Announcement

The Fairfax County Health Department is a progressive public health leader serving 1.2 million residents from diverse ethnic, cultural and economic backgrounds. With more than 100 years of leadership in the field, we are committed to promoting population health, protecting public health and the environment, and ensuring residents' equitable access to health services and information. Provides the day-today administrative support for operations in the division of Health Services. Supports the director and assistant directors (3) and their staff. Assures accuracy of records management and supports routine administrative functions in the workplace setting. Assumes responsibility for site management functions and collaborates with other staff at the worksite to coordinate service delivery and office supplies, equipment and furniture needed, under the supervision of the Office Services Manager. May supervise other administrative assistant staff and related work activities. Creates, formats, and proofreads documents/letters/memos/forms/reports/databases using Microsoft Offices. Uses mail merge for bulk mailings. Creates and develops Excel spreadsheets, agency forms, Power-Point presentations (using graphics and animations), and surveys. Creates SharePoint sites. Compiles and prepares program packets to include marketing and recruitment content. Responsible for scheduling based on assigned program area, to include but not limited to trainings, meetings, interviews, appointments or schedules for various program staff. Assist with travel & non travel process and procedures, reviews completed paperwork for accuracy. Serves as timekeeper, nursing resource scheduler, intern onboarding coordinator, and procurement card custodian.

Note: The assigned functional areas of the position are general office administration, purchasing and/or information systems/software.

Health Department positions are designated as Emergency First Responder. Based on the emergency response deployment needs, this position may be deployed to support the emergency response service needs.

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 high school graduation and three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
None.

PREFERRED QUALIFICATIONS:
The preferred candidate will have advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams, and Visio), SharePoint and survey creation and management. Candidates will have at least five years of experience working in a fast-paced office environment. Experience with database maintenance, filing systems and scheduling. Must have a high level of integrity and discretion in handling confidential information and professionalism in dealing with customers and colleagues. Position requires the candidate to work independently and in a team environment, be proactive, exercise good judgment, use critical thinking skills, be highly organized and have excellent communication skills. Experience as a timekeeper and/or procurement card custodian a plus.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background and a Child Protective Services check to the satisfaction of the employer.

All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs will still be subject to the weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature, and requires walking, standing, sitting (for long periods of time), and kneeling, reaching, bending, climbing stairs; may be required to lift or carry up to 25 lbs. occasionally. Uses hands to grasp, handle, or feel. Visual acuity is required to read data on a computer monitor; ability to operate keyboard driven equipment and computer; Position frequently communicates and must be able to exchange accurate information with others verbally and in writing. Generally, works in an office environment yet may occasionally be required to perform job duties outside of the typical office setting. 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 military status 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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