What are the responsibilities and job description for the Administrative Assistant II position at Fairfax County?
JOB
The Department of Family Services (DFS) offers a wide range of community programs and services for Fairfax County residents designed to promote self-sufficiency, to protect the vulnerable, and to provide community education. Under general supervision, serves as a member of the logistics team performing a variety of duties including, regional mail operations, vehicle coordination, distribution of client resources, updating and retrieving data into databases and other tracking systems, managing office equipment and supplies, submitting facility requests, and assist with the circulation of client public records. Develops and maintains effective working relationships with agency, county, and internal and external customers. Works on special projects for regional operations upon request.This role may be used to cover DFS logistics duties in various regional locations as needed, such as Reston, Alexandria, Annandale, and Fairfax.This position is not eligible for telework. The selected candidate must work in person from 8 a.m. to 4:30 p.m., Monday-Friday.Note: The assigned functional areas for this position include general administration, customer service, and/or record/file management.
EXAMPLE OF 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.)PurchasingOrders, inventories, receives, and/or shelves routine supplies;Reviews invoices/packing slips to ensure shipment is correct and follows up ondiscrepancies;Tracks expenditures.Scheduling & Coordinating for OthersNotifies all participants of meetings and other functions in advance;Schedules routine meetings.CommunicationProduces and electronically distributes simple documents (e.g., flyers).Office ManagementMaintains a system for tracking the progress of work;Orients new employees on procedures and systems.General AdministrativePerforms alpha and/or numeric filing;Performs simple screening and sorting of mail;Is responsible for sending dated material.Receptionist/Public ContactRefers calls;Greet visitors;Gives standard information in response to phone or in-person inquiries;Acts as back up to other administrative positions.Word Processing/TypingKeys/types form letters, labels, simple documents and correspondence;Proofs spelling.Information Systems/SoftwarePerforms data entry into multiple screens.
SUPPLEMENTAL INFORMATION
MINIMUM QUALIFICATIONS: Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to") Any combination of education, experience and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).LICENSES REQUIRED: Valid driver's licenseNECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check, child protective services, driving record check, and credit check, to the satisfaction of the employer.PREFERRED QUALIFICATIONS: Ability to work both independently and within a team setting.Excellent verbal and written communication and interpersonal skills.Front-line customer service experience.Ability to multi-task in a fast-paced environment.Intermediate skills in Microsoft Office, especially Word, Excel, and OutlookExperience working with client confidential records.Experience working in an office setting, particularly in a human service-related field.PHYSICAL REQUIREMENTS: Ability to travel to various locations throughout Fairfax County to provide coverage, attend meetings and trainings. Ability to communicate clearly and effectively, both orally and in writing. Ability to read, comprehend, and apply instructions and procedures. Ability to transport self between floors of a building and other buildings to pick up and deliver papers and/or materials. Ability to transport vehicles to and from county facilities, garage, and/or car wash. Ability to use automated technology. All duties performed with or without reasonable accommodations.SELECTION PROCEDURE: Panel interview and may include exercise.The population of Fairfax County is very diverse where 38.7% 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.#LI-JY1
The Department of Family Services (DFS) offers a wide range of community programs and services for Fairfax County residents designed to promote self-sufficiency, to protect the vulnerable, and to provide community education. Under general supervision, serves as a member of the logistics team performing a variety of duties including, regional mail operations, vehicle coordination, distribution of client resources, updating and retrieving data into databases and other tracking systems, managing office equipment and supplies, submitting facility requests, and assist with the circulation of client public records. Develops and maintains effective working relationships with agency, county, and internal and external customers. Works on special projects for regional operations upon request.This role may be used to cover DFS logistics duties in various regional locations as needed, such as Reston, Alexandria, Annandale, and Fairfax.This position is not eligible for telework. The selected candidate must work in person from 8 a.m. to 4:30 p.m., Monday-Friday.Note: The assigned functional areas for this position include general administration, customer service, and/or record/file management.
EXAMPLE OF 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.)PurchasingOrders, inventories, receives, and/or shelves routine supplies;Reviews invoices/packing slips to ensure shipment is correct and follows up ondiscrepancies;Tracks expenditures.Scheduling & Coordinating for OthersNotifies all participants of meetings and other functions in advance;Schedules routine meetings.CommunicationProduces and electronically distributes simple documents (e.g., flyers).Office ManagementMaintains a system for tracking the progress of work;Orients new employees on procedures and systems.General AdministrativePerforms alpha and/or numeric filing;Performs simple screening and sorting of mail;Is responsible for sending dated material.Receptionist/Public ContactRefers calls;Greet visitors;Gives standard information in response to phone or in-person inquiries;Acts as back up to other administrative positions.Word Processing/TypingKeys/types form letters, labels, simple documents and correspondence;Proofs spelling.Information Systems/SoftwarePerforms data entry into multiple screens.
SUPPLEMENTAL INFORMATION
MINIMUM QUALIFICATIONS: Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to") Any combination of education, experience and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).LICENSES REQUIRED: Valid driver's licenseNECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check, child protective services, driving record check, and credit check, to the satisfaction of the employer.PREFERRED QUALIFICATIONS: Ability to work both independently and within a team setting.Excellent verbal and written communication and interpersonal skills.Front-line customer service experience.Ability to multi-task in a fast-paced environment.Intermediate skills in Microsoft Office, especially Word, Excel, and OutlookExperience working with client confidential records.Experience working in an office setting, particularly in a human service-related field.PHYSICAL REQUIREMENTS: Ability to travel to various locations throughout Fairfax County to provide coverage, attend meetings and trainings. Ability to communicate clearly and effectively, both orally and in writing. Ability to read, comprehend, and apply instructions and procedures. Ability to transport self between floors of a building and other buildings to pick up and deliver papers and/or materials. Ability to transport vehicles to and from county facilities, garage, and/or car wash. Ability to use automated technology. All duties performed with or without reasonable accommodations.SELECTION PROCEDURE: Panel interview and may include exercise.The population of Fairfax County is very diverse where 38.7% 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.#LI-JY1
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