What are the responsibilities and job description for the Administrative Assistant IV position at Fairfax County?
The Fairfax County Health Department is a progressive public health leader providing services that promote population health, protect public health and the environment, and ensure residents' equitable access to health services and information.
This position will provide day-to-day administrative support to an assigned division consisting of senior managers, division programs and their staff. Under the supervision of the Management Analyst III, assumes responsibility for site management functions and collaborates with teams at the worksite to coordinate service delivery of office supplies, and purchases needed. Creates, formats, and proofreads documents, letters, memos, forms, and reports in Microsoft Office 365. Creates and manages databases and electronic folders. Compiles and prepares program packets to include marketing and recruitment content to include but not limited to interview scheduling, correspondence and meeting preparation and set up. Responsible for scheduling based on assigned program area, to include, but not limited to trainings, appointments or schedules for various team members. Assists with travel and non-travel processing and procedures, reviews completed paperwork for accuracy. Serves as a procurement card administrator while assisting with procurement processing such as purchase order preparation and credit card documentation. Might serve as a training administrator for Employee University system. May supervise other administrative staff and related work activities. Cross-trained to provide back-up to team members who support Health Services programs.
Note: The assigned functional areas of the position include general administrative support, office administration, purchasing, and/or information systems/software.(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.
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:
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and a sanction screening to the satisfaction of the employer.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)
PREFERRED QUALIFICATIONS:
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. 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.
The population of Fairfax County is very diverse where 39% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) 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. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.
This position will provide day-to-day administrative support to an assigned division consisting of senior managers, division programs and their staff. Under the supervision of the Management Analyst III, assumes responsibility for site management functions and collaborates with teams at the worksite to coordinate service delivery of office supplies, and purchases needed. Creates, formats, and proofreads documents, letters, memos, forms, and reports in Microsoft Office 365. Creates and manages databases and electronic folders. Compiles and prepares program packets to include marketing and recruitment content to include but not limited to interview scheduling, correspondence and meeting preparation and set up. Responsible for scheduling based on assigned program area, to include, but not limited to trainings, appointments or schedules for various team members. Assists with travel and non-travel processing and procedures, reviews completed paperwork for accuracy. Serves as a procurement card administrator while assisting with procurement processing such as purchase order preparation and credit card documentation. Might serve as a training administrator for Employee University system. May supervise other administrative staff and related work activities. Cross-trained to provide back-up to team members who support Health Services programs.
Note: The assigned functional areas of the position include general administrative support, office administration, purchasing, and/or information systems/software.
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.
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:
- CPR (Required within 60 days)
- AED (Required within 60 days)
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and a sanction screening to the satisfaction of the employer.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)
PREFERRED QUALIFICATIONS:
- Five or more years' experience working in a fast-paced office environment.
- Two years of experience in project management, including planning, coordinating, and executing projects.
- Experience working in a health care setting.
- Experience meeting multiple deadlines and prioritizing work loads.
- Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, SharePoint, and Teams).
- Three or more years of 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 clients and colleagues.
- Work independently and in a team environment, be proactive, exercise good judgment, use critical thinking skills, be highly organized and have excellent communication skills.
- Procurement experience.
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. 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.
The population of Fairfax County is very diverse where 39% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) 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. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.
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Salary : $49,589 - $82,649
