Administrative Assistant III

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:
The primary purpose of the Adult and Aging Division is to ensure resources, advocacy, safety and well-being of older adults, adults with disabilities and caregivers are met. To ensure that the division can carry out its purpose and meet the agency's responsibilities related to advocacy, protection and wellbeing, the division director may move or reassign this position's related work duties and responsibilities within the job class.

Under supervision of the director of the Fairfax Area Agency on Aging, and guidance from other Fairfax Area agency leadership, this position provides administrative support for: work performed under the scope of the Fairfax Area Agency on Aging (AAA), associated boards, authorities, and commissions, and work associated with the strategic plan for aging. The position may also be asked to support some tasks that further the mission of the Adult and Aging division and/or the Department of Family Services.

Provides administrative duties including preparing and editing correspondence, communications, presentations and other documents. Performs word processing, copying, filing, compiling information, assembling and reconciling reports, preparing documents. Develops PowerPoint presentations as requested. Develops and reviews documents for accuracy and completeness. Navigates Microsoft and other applications masterfully (Word, Access, Excel, PowerPoint, MS Teams, SharePoint Foxit, DocuSign, etc.). Sets up DocuSign workflows as necessary.

Fields highly professional and customer service driven communications to Fairfax AAA leadership and routes vendors, questions, and other requests as appropriate. Organizes scheduling, appointments and travel as appropriate and coordinates space reservations and assists with audio/visual equipment and other logistical needs. Performs accurate data entry and ensures compliance with reporting requirements with significant attention to detail. Builds competency and runs reports in appropriate databases used for the work of the agency/division/department.

Organizes and plans for agency and project information and timelines. Organizes and monitors timelines associated with agency contracts and shares information appropriately.

This position assists with administrative duties related to the Area Plan, Legal Services, and the Northern Virginia Aging Network. Supports the administrative needs of the Fairfax Area Commission on Aging (COA) and the Board of Supervisors needs related to the COA work. Supports the SHAPE the Future of Aging Plan and facilitates associated meetings.
Manages Community outreach and speakers' bureau requests and associated data reporting. Responds to emails, answers and returns phone calls in a timely and professional manner. Takes Initiative, provides follow up, and communicates clearly. Responds to inquiries and disseminates information. Monitors inventory and updates agency publications and materials appropriately, makes orders as necessary. Organizes and coordinates office supply orders with appropriate admin team. Prepares agendas, attends meetings and records, transcribes and distributes effective and efficient meeting notes as requested.

With a high level of professionalism, trains other administrative assistants and staff on appropriate tasks as directed by FAAA leadership. Provides backup coverage to other administrative assistants in the division for critical administrative tasks. This position description is not intended to be all inclusive.

Employees may perform other related duties to meet the ongoing business needs of the organization.

Note: The functional areas of this position are general administration, documentation and data management, communication and outreach, and/or County vehicle tracking.

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.
Fiscal Administration
Prepares status reports;
Gathers data for use by others in preparing budget;
Monitors external accounts for discrepancies.
Accounting
Prepares wide variety of accounting forms;
Reconciles daily receipts or accounts receivable/payable;
Identifies discrepancies and makes corrections;
Collects required documents;
Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.
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;
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.
Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);

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:
Valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check, a Child Protective Services Registry check, and a valid driver's license to the satisfaction of the employer.

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 disaster).

PREFERRED QUALIFICATIONS:

• Experience supporting senior-level management
• Working knowledge with programs serving older adults
• Proficient with PeerPlace database software
• Advanced skills in Microsoft Office suite products
• Administrative experience supporting a Board, Authority, or Commission
• Expert level customer service skills
• Experience taking and organizing meeting notes
• Experience booking travel for employees
• Experience preparing PowerPoint presentations
• Experience preparing data reports and other critical information reports