Administrative Assistant III

Print


Administrative Assistant III

Salary

$41,253.89 - $68,755.86 Annually

Location

FAIRFAX (FH22), VA

Job Type

FT Hourly W BN

Job Number

22-00769

Department

Housing & Community Dev

Opening Date

03/12/2022

Closing Date

3/25/2022 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

Job Announcement

Assists the Department of Housing and Community Development (HCD) Policy and Compliance (P&C) Division in a variety of routine, administrative tasks essential to the efficient and effective operation of the division. In addition to the operational/policy business units within the division, provides administrative support to the Fairfax County Redevelopment and Housing Authority (FCRHA) and other key stakeholder groups. Specific duties include:

  • Provides administrative support in the completion of routine and non-routine assignments. 
  • Assists in the preparation and routing of presentations, Board of Supervisors items, HCD reports and FCRHA Board items. 
  • Assists P&C staff with all administrative duties related to the FCRHA and other stakeholder groups. 
  • Communicates in oral and written form with other staff and the public. 
  • Supports the Public Affairs unit and other units within P&C with key projects. 
  • Uses computers and advanced functions of software programs such as Microsoft Word, Excel, Outlook, Access, and Yardi proficiently to develop, manipulate, maintain and disseminate documents and reports. 
  • Creates routine correspondence, coordinates and prepares responses to inquiries and requests for information for multiple diverse programs and projects in a timely manner. Reviews, sorts, copies and disseminates incoming mail and requests, and determines time sensitivity and appropriate staff for action or information. 
  • May be required to perform other related duties as assigned.
Note: The assigned functional area of the position are general administrative support, customer service, housing, and property management.

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

  • Uses spreadsheets or databases to organize information and produce standard reports;
  • Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
  • May approve some disbursement forms;
  • Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
  • Explains fiscal rules and procedures to employees to ensure uniform application.
Purchasing
  • Verifies requests for goods and services against county contracts and funding sources;
  • Orders goods or services and follows up/resolves discrepancies and ensures delivery;
  • Authorizes requests for goods and services in corporate systems;
  • Ensures appropriate routing and approval of purchase requests.
Scheduling & Coordinating for Others
  • Maintains calendar(s);
  • Schedules meetings;
  • Makes and cancels appointments;
  • Schedules rooms for classes, meetings, conferences, etc.;
  • Coordinates audiovisual, training equipment, refreshment requests;
  • Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.
Communication
  • Composes routine correspondence on behalf of the executive/work unit head.
Office Management
  • Provides administrative support and implements procedures;
  • May supervise others;
  • Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
  • Trains and orients new employees;
  • Provides and explains relevant policies and procedures.
General Administrative
  • Composes routine correspondence on behalf of the executive/work unit head.
Receptionist/Public Contact
  • Schedule appointments;
  • Explains departmental policy/procedure but does not interpret them;
  • Responds to inquiries that require referencing a variety of sources and utilizing
  • knowledge of the department/county operations.
Word Processing/Typing
  • Keys/types complex documents (e.g., technical);
  • Proofs spelling and grammar;
  • Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
  • Compiles reports from edited drafts;
  • Uses macros and templates developed by others.
Information Systems/Software
  • Performs data entry with some knowledge of department/work unit/program;
  • Manipulates screens for additional entries;
  • Generates routine reports;
  • Creates simple spreadsheets;
  • Maintains databases.
Reports
  • Compiles routine factual/numerical reports using readily available information.
Payroll
  • Processes pay adjustments;
  • Transmits on-line T&As;
  • Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
  • Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
  • Trains new employees on how to do on-line time.
Personnel
  • Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
  • Provides basic new employee benefits information;
  • Explains routine personnel policies and procedures;
  • Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
  • Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

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 standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing

  • Basic skills in the use of Microsoft Word.
Math Skills
  • Basic math skills.
PC Skills
  • Basic skills in the use of applicable Microsoft Office Suite software.
Communication
  • Ability to write simple documents.
Information Abilities
  • Ability to process and integrate complex data.
Interpersonal Abilities
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
Personnel and Payroll
  • Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
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 two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:

  • Previous experience supporting management staff, to include the following: researching and disseminating information, developing or maintaining reports or documents; archiving and file management, and creating and sending correspondence, scheduling multiple appointments. 
  • Demonstrated experience providing excellent customer service, to include responding to internal customers and the public.
  • Demonstrated proficiency of current office technology and software application(s) and demonstrated use of such technology/applications on a regular basis, specifically Microsoft Word, Excel, Outlook, Access, and Yardi.  
  • Experience with working with various Housing programs. 
  • Previous experience with supporting community stakeholder groups.

NECESSARY SPECIAL REQUIREMENTS:
  • 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.
  • The appointee to the position must satisfactorily complete a criminal background check.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature, however, job entails walking, standing, sitting, climbing stairs, reaching and bending; uses hands to grasp, handle, or feel. Visual acuity is required to read data on a computer monitor. Incumbent must be able to operate keyboard driven equipment and computer. Employee may be required to lift up to 15 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

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.  

Merit Positions

Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:

  • Medical/Vision/Dental Insurance Coverage
  • Group Term Life Insurance
  • Long Term Disability
  • LiveWell Program
  • Flexible Spending Programs
  • Paid Leave (annual, sick, parental, volunteer activity, and more!)
  • Paid Holidays
  • Contributory Retirement Plan
  • Deferred Compensation
  • Employee Assistance Program
  • Employees' Child Care Center
  • Commuter Benefit Program
  • Continuous Learning Opportunities

NOTE:  Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

For additional details please visit the County's benefits webpage.

 

Non-Merit Positions

  1. Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.
    • Medical/Vision/Dental Insurance Coverage
    • Flexible Spending Program
    • Deferred Compensation
  2. Temporary:  scheduled to work a maximum of 900 hours in a calendar year.
    • No benefits

01
What is the highest level of education that you have completed?
  • Less than 12th grade
  • High school diploma or GED
  • Some college
  • Associate's degree
  • Bachelor's degree
  • Master's degree
  • Doctorate degree
02
Please indicate the major(s) or minor(s) for your completed degree(s). Check all that apply.
  • Business administration
  • Public administration
  • Other (related field)
  • Other (non-related field)
  • Not applicable
03
If you answered "Other (related field)" or "Other (non-related field)" for the previous question, please list all of your completed majors and minors. If this question does not pertain to you, or you do not have a degree, enter "Not applicable".
04
If you answered "Some college" for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a related degree.
  • Less than 45 quarter hours
  • 45 to less than 90 quarter hours
  • 90 to less than 135 quarter hours
  • 135 to less than 180 quarter hours
  • 180 or more quarter hours
  • Less than 30 semester hours
  • 30 to less than 60 semester hours
  • 60 to less than 90 semester hours
  • 90 to less than 120 semester hours
  • 120 or more semester hours
  • Not applicable
05
How many years of full-time equivalent experience do you have providing general administrative support; or providing administrative support in the assigned functional area of customer service, housing, and/or property management?
  • None
  • Less than one year
  • One to less than two years
  • Two to less than three years
  • Three to less than four years
  • Four to less than five years
  • Five or more years
06
Please select the job duties in which you have experience performing on a regular basis. Check all that apply.
  • Handling customer service related correspondence, follow-up and/or reporting
  • Researching and disseminating information
  • Developing and/or maintaining reports or documents
  • Archiving and file management
  • Responding to inquiries from the public
  • Handling confidential information
  • Creating and sending correspondence
  • Scheduling multiple appointments
  • Supporting management staff
  • Supporting stakeholder groups
  • None of the above
07
How many years of full-time equivalent experience do you have working with various Housing programs?
  • None
  • Less than one year
  • One to less than two years
  • Two to less than three years
  • Three to less than four years
  • Four to less than five years
  • Five or more years
08
Are you proficient in any of the following Microsoft Office Suite applications? Check all that apply.
  • Outlook (Composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments & meetings, managing tasks)
  • Word (Knowledge of common functions such as creating a title; using, modifying, and creating styles; indenting paragraphs; using tabs and tables; inserting a hard page break; using page numbering; creating headers and footers; inserting graphics; adding comments and tracking changes)
  • PowerPoint (Creating a template and working with a design template; working with graphics, animation and multimedia; building interactive presentations using hyperlinks)
  • Excel (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents; creating and modifying pivot tables; using formulas and links to other cells/worksheets)
  • Access (Basic knowledge of database design using existing templates; including captions with additional information; implementing consistent naming conventions; creating input masks and validation rules; retrieving and displaying a set of database records; using "wildcard" characters to search for data; performing global updates and calculations on multiple database records; communicating data through customized reports)
  • None of the above
09
How many years of full-time equivalent experience do you have using Yardi or a similar property management software?
  • None
  • Less than one year
  • One to less than two years
  • Two to less than three years
  • Three to less than four years
  • Four to less than five years
  • Five or more years
10
As a follow up to the previous question, please list all property management software that you are experienced in using. If this question does not apply to you and you do not have the aforementioned experience, enter "Not applicable".

Required Question

Agency
Fairfax County
Address
12000 Government Center Pkwy. Suite 270

Fairfax, Virginia, 22035
Phone
703-324-4900
Website
http://agency.governmentjobs.com/fairfaxcounty/default.cfm
Job Opportunities
Account
Terms Of Use
Cookie Settings
Copyright © 2024