Job Announcement

Manages legal notification process for land use hearings scheduled before the Planning Commission and Board of Supervisors. Ensures adherence to applicable state and local requirements in coordination with other agencies. This position works under direct supervision of the Management Analyst III and specific duties include, but are not limited to:

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  Manages procedures and deadlines and communicates them to applicants.
• Reviews and verifies accuracy of materials and letters.
• Prepares notification packets within required deadlines.
• Verifies minimum requirements of notices are met. Communicates with applicants on notice issues.
• Prepares and issues supplemental notification for deferred applications.
• Creates and submits final complete notice packages for public hearings to DPD.
• Creates and maintains Planning Commission ad templates.
• Reviews Planning Commission ads to ensure they meet state and local requirements. Includes the ads are included on Planning Commission webpage.
• Creates, uploads, and maintains Planning Commission web calendar.
• Creates Planning Commission agendas posting to the Planning Commission webpage making sure all agendas link to application information.
• Tracks Planning Commission schedule and updates necessary agendas/calendar with changes. Coordinates with department staff on website information and material.
• Updates web content for department as needed.
• Compiles planning commissioner meeting metrics.
• Compiles and maintains statistics of PC meetings and applications.
• Responsible for participating in coverage of Planning Commission meetings, which occur during evening hours.
• Assists with the countywide distribution, receipt, and filing of Statement of Economic Interests forms.
• Assists in the identification and implementation of process improvements for position and office functions.
• Responsible for writing, editing, and finalizing reports and presentations as needed. Performs other duties as assigned by supervisor or agency director.

Note: The assigned functional areas of the position are general administrative support, customer service, paraprofessional planning, and/or zoning.

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 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.

Scheduling & Coordinating for Others
Supervises or handles the most complex, non-routine activities where consequence of error is high;
Coordinates all logistic activities for visits by external groups;
Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
Makes all arrangements required by visitors regarding catering or supplies;
Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;
Negotiates prices for goods and services required at meetings;
Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.

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;
Researches & selects hardware/software;
Creates complex spreadsheets for department;
Operates/manages complex databases & other software using advanced functions;
Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.

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

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.

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:
None.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer. This position is responsible for participating in coverage of Planning Commission meetings, which are held during evening hours.

PREFERRED QUALIFICATIONS:

• Considerable knowledge of the Comprehensive Plan, Zoning Ordinance and/or Zoning Maps
• Considerable knowledge or familiarity with automated information, mapping and data base management systems
• Bachelor's degree in management, public administration, or related field
• Experience working directly with elected and/or appointed officials
• Proficient in Foxit, Smartsheet, and Microsoft Office Suite applications (Word, Excel, and Outlook)
• Experience working with County mapping systems, including Geographic Exploration & Mapping (GEM) and the Mailing List Generator
• Experience and knowledge of the County’s land use terms and definition
• Experience with web posting
• Strong skills and significant work experience in writing, proofreading, and editing, with attention to detail
• Excellent oral and written communication skills
• Ability to work independently with limited direction and handle competing tasks simultaneously in a highly deadline-driven environment
• Successful experience in working both independently and as part of a team.
• Excellent customer service
• Ability to exercise tact and discretion

PHYSICAL REQUIREMENTS:
Duties are generally sedentary, performed in a normal office environment. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

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.

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.