Job Announcement

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 A&A 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 Fairfax Area Agency leadership, this position provides administrative support for work performed under the scope of the Fairfax Area Agency on Aging (AAA). The position may also be asked to support some tasks that further the mission of the Adult and Aging division and Department of Family services.

Provides administrative duties including, but not limited to: 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, Foxit, DocuSign, etc.). Sets up DocuSign workflows as necessary.

Fields 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 data entry and ensures compliance with reporting requirements. Builds competency and runs reports in appropriate databases used for the work of the agency/division/department. Organizes agency and project information and timelines.

Organizes and monitors timelines associated with agency contracts and shares information appropriately. Assists with administrative duties related to the Area Plan. Responds to emails, answers and returns phone calls. Takes Initiative, provides follow up, and communicates clearly. Responds to inquiries and disseminates information. Manages Community outreach and speaker’s bureau requests and associated data reporting. 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. 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 administrative support/organization, administrative documents and data entry/management, communication and outreach.

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
Sets up accounts through corporate systems;
Reconciles ledgers;
Prepares status reports;
Gathers data for use by others in preparing budget;
Prepares transfer vouchers and interfund billing;
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;
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.
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 three functions (e.g., create shells, accounts payable processing).
Personnel and Payroll
Ability to perform routineHuman 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:
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.

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 may be subject to a 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.

PREFERRED QUALIFICATIONS:

• 
  Experience supporting mid – senior level management
• Experience in a Human Service related field
• Experience working with data and programming serving older adults
• Experience working in PeerPlace or other Human Service related database

PHYSICAL REQUIREMENTS:
Sufficiently mobile and able to drive to assist with set up for meetings and special events and to conduct business as part of included job duties.
Ability to use keyboard and automated technology.
Ability to communicate clearly and concisely both orally and writing.
Job requires walking, standing, sitting (for long periods of time), kneeling, reaching, bending, climbing stairs; 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
Employee may be required to lift or carry up to 25 lbs. occasionally.
Generally, works in an office environment yet may occasionally be required to perform job duties outside of the typical office setting.
All duties are 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 39.8% 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.