Job Description

Posting number: 26-01448

Department: Family Services

Job classification: ADMIN ASST III

Posting type: Open

Categories: Administrative Assistant

Summary

This position provides administrative support to the Division of Children, Youth and Families (CYF). DFS is committed to strengthening the well-being of its diverse community by protecting and improving the lives of all children, adults, and families through assistance, partnership, advocacy, outreach, and quality services. To learn more about DFS and its Mission, Vision, and Values, please click here.

This position is housed under the Child Protective Services (CPS) program. Working under supervision of the AA IV and guidance of the CPS Supervisor, this position provides daily administrative support to CYF service programs. Its job functional areas are general administrative, records management, data entry, word processing/typing, scheduling & coordination, office management, and receptionist/public contact.

Specific duties of this position include:

Organizes and maintains case records, statistical reports and data needed by the units

Performs data entry and collection activities, and ensures information is entered into the assigned databases, in a timely manner

Assists supervisors with setting up new staff for onboarding

Assists with the coordination of special program events

Performs general office duties, including faxing, copying, document imaging, mail pick-up and distribution, preparing and mailing letters

Attends and types meeting notes

Schedules conference meetings and maintains calendars

Manages and monitors inventory, ordering office supplies and printed material

Screens calls for the type of problem being presented and routes calls to the appropriate staff

Trains volunteers, interns, and new staff in administrative processes as requested

Performs other duties as assigned to ensure child safety and improve outcomes in families

Greets clients and directs them to the appropriate CYF staff or program

Provides CYF programs and services information to clients

Maintains assigned calendars for office coverage and staff members schedules and client appointment cancellation

Supports hiring managers during the recruitment process to include preparing interviewing materials and scheduling appointments with applicants

Trains volunteers, interns, and new staff in administrative processes as requested

Note: The functional areas of this position are general administrative assistance, records management, data and reporting, and/or customer service.

Supplemental information

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).

NECESSARY SPECIAL REQUIREMENTS:

The appointee to the position will be required to complete a criminal background check, and a Child Protective Services Registry check to the satisfaction of the employer.

This position is considered essential personnel and will be required to report to work during times designated countywide as approved for unscheduled leave regardless of the emergency situation (i.e., weather, transportation, other disaster).

PREFERRED QUALIFICATIONS:

• Bachelor's degree in business or other related fields
• Front-line administrative and customer service experience supporting staff in a human services environment, and working with a diverse population
• Minimum of 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. Ability to lift and carry heavy case records. Sufficiently mobile to deliver mail, messages and case records. All duties are performed with or without reasonable accommodation.

SELECTION PROCEDURE:

Panel Interview and may include exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian/Pacific Islander, Indo-European, and many others.) We encourage candidates who are bilingual in English and another language to apply for 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. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.