Administrative Assistant III

Administrative Assistant III Print ( Apply Administrative Assistant III Salary $44,368.06 - $73,946.08 Annually Location FAIRFAX (EJ32), VA Job Type FT Hourly W BN Job Number 24-02475 Department Family Services Opening Date 10/19/2024 Closing Date 10/25/2024 11:59 PM Eastern Pay Grade S15 Posting Type Open to General Public Description Benefits Questions Job Announcement This position supports the Division of Children, Youth and Families (CYF). If you are looking to work in a diverse community to strengthen the well-being of children and families, then this opportunity may be ideal for you. We invite you to learn more about DFS and its Mission, Vision, and Values, by clicking here. ABOUT THIS POSITION: Do you want to make a difference in the Fairfax County community? The Admin Assistant III will predominantly support the Placement and Resource Team under the Foster Care and Adoption (FC&A) Resource and Support Program. The functions of this team include coordinating placements in foster care and maintain the certification of the agency's resource families. The work of this team often involves crises and emergency situations, so it is imperative that this support role be able to pivot quickly in a fast-paced work environment. Under general supervision of the Admin Assistant IV and guidance of the Placement and Resource Supervisor, the Admin Assistant III offers general administrative support to social services specialists and supervisors with functional areas in record and data management, scheduling and coordination, communication, office management or receptionist/public contact. This position performs the following duties and responsibilities: Handles case management records to include, but not limited to entering and finding records in an automated and electronic case record systems Enters, scans, and files data and record accurately and timely Develops and maintains organizational systems to ensure supports are provided timely, accurately, and effectively to the units Develops, prepares, and generate reports, memos, letters, etc. Handles client-related phone calls and letters to include interacting with upset clients Supports unit social services staff with managing supplies, mailing, etc. Supports social services supervisors with hiring efforts to include but not limited to contacting candidates and panel members to schedule interviews, recording interview panel members scores, and compiling the interview packet Works on special projects (i.e. researching, coordination, and putting together presentations, etc.) Provides and assists with training other administrative assistants as needed Works collaboratively with other administrative staff in the Division of CYF and offer administrative support to other divisions within DFS as needed KNOWLEDGE, SKILLS AND ABILITIES: The appointee for this position must have the following knowledge, skills, and abilities (KSA): Ability to work independently and as part of a team Ability to manage competing priorities and work under a pressured environment. Ability to develop and maintain organizational systems Ability to use software such as Excel, to clean, manipulate, and stage data for analysis Ability to use automated technology to establish and maintain case records Ability to maintain professional ethics and confidentiality of client information Ability to establish and maintain effective working relationships with a variety of individuals Ability to schedule and manage workload sufficiently to meet deadlines Ability to communicate clearly and concisely, both orally and in writing Ability to use critical and analytical skills to resolve issues Note: The functional areas of this position are record and data management, scheduling and coordination, communication, office management or receptionist/public contact. 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: None. NECESSARY SPECIAL REQUIREMENTS: The appointee to the position will be required to complete a criminal background check, a Child Protective Services Registry check to the satisfaction of the employer. PREFERRED QUALIFICATIONS: At least three (3) years of administrative and customer service experience supporting staff in a human services environment At least two (2) years of experience using and managing automated technology to record, store, and file case management data Possess an intermediate level of expertise in Microsoft Excel, Outlook, Word, and PowerPoint and can demonstrate it through practical exercises PHYSICAL REQUIREMENTS: Duties are generally sedentary and performed in a normal office environment. Ability to communicate clearly and concisely, both orally and in writing. Ability to use automated technology. Sufficiently mobile to deliver mail, messages and case records. 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 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. EEO/AA/TTY. #LI-RS1