Administrative Assistant II

The Public Assistance and Employment Services Division is seeking a detail-oriented and client-focused professional to support daily operations in a fast-paced, service-driven environment. This position is ideal for an individual who excels at organization, enjoys assisting others, and is skilled at navigating data systems while multitasking with accuracy and efficiency. Key responsibilities include greeting and assisting clients applying for services in a public lobby setting; guiding clients through completing applications and forms both on paper and online; screening, reviewing, and scanning documents such as applications, renewals, and verifications; and using scanning software to store and retrieve documentation. The role also requires entering and retrieving data from state, local, and privatized databases; completing tasks using Microsoft Office applications with precision; responding to general client inquiries in person, over the phone, and online; and establishing and maintaining positive working relationships with clients, staff, and partner agencies. Additionally, this position compiles and reports data accurately and timely, and communicating clearly and concisely, both orally and in writing, with internal and external stakeholders.

Note: The assigned functional areas for this position include administrative support, customer support, and/or records management.

This job announcement may be used to fill multiple positions across the department's 4 offices. This position does have the ability to work in a hybrid environment with office hours Monday-Friday, 8:30 a.m.- 5:00 p.m. At the time of this advertisement, the available position is located at 7611 Little River Turnpike, Annandale, VA 22003.

The salary offer will not exceed the midpoint ($54,970.86 per year) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

(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.)

Fiscal Administration

• Performs data entry into corporate system, e.g., routine posting and billing.
• Reviews completed forms for accuracy and completeness;
• May perform inquiries in internal and external databases to determine discrepancies.

• Maintains a system for tracking the progress of work;
• Orients new employees on procedures and systems.

• Performs alpha and/or numeric filing;
• Performs simple screening and sorting of mail;
• Is responsible for sending dated material.

• Greet visitors;
• Gives standard information in response to phone or in-person inquiries;
• Acts as back up to other administrative positions.

• Performs data entry into multiple screens.

• Types forms;
• Updates personnel data;
• Sets up agency personnel files;
• Prints out and distributes personnel documents;
• Files critical records (e.g., performance evaluations, PARS).

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge

• Knowledge of a variety of standard office procedures;
• Knowledge of specific unit terminology;
• Knowledge of work done in related departments.

• Ability to read and comprehend relevant documents.

• Ability to process and integrate simple data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Basic skills in the use of Microsoft Word.

• Basic skills in the use of applicable Microsoft software.

MINIMUM QUALIFICATIONS:
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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and Child Protective Services check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Experience working in data systems such as VaCMS, ECMS, SVES, SPIDeR and Microsoft Office Suite applications.
• Experience providing administrative support to high-level executive or management teams including producing and editing documents for style, format, and/or layout.
• At least one year of full-time equivalent experience working with document imaging systems including ECMS, ScandAllPro, and PaperStream Capture.
• At least one year of full-time equivalent experience in providing front-line in person customer service in a public assistance environment.
• At least one year of full-time equivalent experience in the functional areas: administration support, customer service, and/or records management.
• At least one year of full-time equivalent experience supporting staff in a Human Services environment.