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Administrative Assistant V

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Administrative Assistant V

Salary

$53,265.06 - $88,775.02 Annually

Location

RESTON (EE34), VA

Job Type

FT Hourly W BN

Job Number

24-02264

Department

Family Services

Opening Date

09/21/2024

Closing Date

9/27/2024 11:59 PM Eastern

Pay Grade

S19

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

The Department of Family Services (DFS) offers a wide range of community programs and services for Fairfax County residents designed to promote self-sufficiency, to protect the vulnerable, and to provide community education. Under general supervision, oversees Logistics regional operations in Reston. Manages daily operations including vehicle fleet management, scheduling, and maintenance of DFS conference rooms and meeting spaces, client emergency resources, distribution and tracking of supplies and emergency resources, issuance of Electronic Benefits Transfer (EBT) cards, processing, metering, and distributing mail, and local distribution and management of client public records. Serves as Logistics procurement card custodian. Supervises and provides training to administrative staff, ensures adequate coverage of functional areas, addresses personnel issues, and completes performance evaluations. On-site contact for usage and repair of mail meter machines, copiers, and shredders. Assists with the development of procedures and guidelines to assist staff with mail meter machine usage. Makes recommendations for regional office purchases or leases and prepares Request for Supplies or Services. On-site contact for confidential shredding which includes maintaining key logs, organizing pickups, and planning and educating office personnel on confidential shredding practices and usage. Participates in inter and intra agency teams that evaluate and develop processes and procedures focused on improving site support. Collects, organizes, analyzes, and prepares reports regarding Logistics regional operations. Serves as a member of the regional Facility and Security Workgroup. Develops and provides training on Logistics policies, practices, and procedures. Provides support and coverage in other regional offices as needed.

Note: The assigned functional areas for this position are General Administration, Office Support, and/or Customer Service.

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.

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;

Creates complex spreadsheets for department;

Operates/manages complex databases & other software using advanced functions;

Reports

Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.

Personnel

Researches and recommends solutions to non-routine/one-of-a-kind problems;

Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);

Works with hiring manager to coordinate appointment and review process;

Reviews class specifications and recommends requested job classification;

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.

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 eight functions.

Personnel and Payroll

Ability to perform all human Capital Management Enterprise Resource Planning system functions.

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).

CERTIFICATES AND LICENSES REQUIRED:

Valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:

The appointee to this position will be required to complete a criminal background, a driving record check, and a Child Protective Services check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree

• Experience working in a human service environment.

• Experience with vehicle fleet management, procurement, and records management.

• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.

• Ability to work with limited direction to address identified objectives.

• Experience supervising and coordinating the work of staff.

• Excellent organizational skills.

• Experience and proficiency with Microsoft Office computer software applications (i.e. Outlook and Excel).

PHYSICAL REQUIREMENTS:

Ability to use automated technology to input, access, and retrieve information. Ability to lift up to 20 lbs. Ability to travel to various locations throughout Fairfax County to provide coverage, attend meetings and trainings. Ability to communicate clearly and concisely both orally and in writing. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include a practical exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) ) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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