Administrative Assistant - Dept of Housing and Community (PG...

Position Description

• This incumbent to this position serves as the contact point for the Homeownership and Relocation Services Division with the Fairfax County Department of Housing and Community Development. Administrative Assistant III is characterized by one or a combination of the following: Specific subject matter skill/knowledge is required involving development and production of an end product. Work is performed without close review. Incumbents have independent responsibility for a maintaining and updating homeownership applicant information, requiring integration and coordination of a variety of information. At this level, the following factors should be considered: Within limited subject areas, assignments may entail steps or actions that vary in nature and sequence on the basis of each individual case or they may be of a coordinating nature and composed of several phases/functions/subjects that must be integrated. Assignments are given with specific objectives, critical administrative aspects, and possible problems identified. Work is subject to review only as requested or when problems require evaluation of the application of established policy. Guidelines provided include a large number of procedural directives, and standard rules, regulations and precedents applicable to specific problems. In limited subject areas, some judgment is required to determine the applicability of guides to specific cases/problems. In coordinating assignments, some originality is required to organize all phases of a program/function and to obtain and correlate information from a variety of sources. This requires a good knowledge of standard administrative rules and interpretations within own area and a working knowledge of established methods and procedures used in related areas. Incumbents have responsibility for determining procedural methods of work, for coordinating phases of work with others; or within limited areas, for determining the applicability of numerous standard rules, regulations and interpretations to individual problems.

Skills Required

• Answers phone calls and emails to explain 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. Logs in mail and faxes and distributes to appropriate staff. * Performs data entry with some knowledge of department/work unit/program; Manipulates screens for additional entries; Generates routine reports; Creates simple spreadsheets; Maintains databases. * Compiles routine factual/numerical reports using readily available information. * Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas; * Reviews initial eligibility documents from homebuyer applicants for completeness and missing information. Completes data entry of applicant information into database. Scans documents into database, as required. * Prepares form letters and emails to applicants regarding the status of their applications. * Archives outdated records using required forms. * Organizes and maintains applicant files following standard checklists. * Basic skills in the use of Microsoft Word. * Basic math skills. * Basic skills in the use of applicable Microsoft Office Suite software. * Ability to write simple documents. * Ability to process and integrate complex data. * Ability to establish and maintain effective working relationships with both external and internal contacts. * Ability to maintain client record confidentiality.

Skills Preferred

• Excellent Customer Service * Excellent writing and grammar in written and spoken communication * Ability to speak and read a second language is a plus * Ability to multitask * Ability to quickly learn and effectively communicate program information * Proven accuracy with data entry

Experience Required

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).

Education Required

High School Diploma or GED Certificate required.

Education Preferred

3rd shift 10pm-6am or 2nd Shift 2Pm to 10PM MAKE SURE YOUR CANDIDATE IS COMFORTABLE WITH 2ND or 3RD SHIFT On site work only- must pass MCSO Background

Additional Information

Schedule- typically 8-4:30, although some flexibility allowed

Job Types: Full-time, Contract

Pay: $15.60 per hour

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 2 years (Required)

Work Location: One location