Job Description

Posting number: 26-01742

Department: Health Department

Job classification: ADMINISTRATIVE ASSISTANT V

Posting type: Open

Categories: Administration, Administrative Assistant, Health Services, Public Health

Summary

Seeking an experienced administrative assistant with passion and dedication to public service. Come join the Fairfax County Health Department team and use your skills and abilities to “Protect, promote and improve the health and quality of life for all who live, work and play in our community”. We invite you to apply to become a member of our thriving workforce, together making a difference in the health of our community!

This position independently directs and manages the day-to-day administrative support for a Health Department office. Provides oversight to clinic and community based administrative support. Supervises personnel responsible for record management, fiscal operations, client registration, facility management and telephone/ reception functions. Orients new personnel and provides training updates for new procedures. Works in collaboration with other site/program managers to ensure quality services are provided. Ensures that administrative work processes are in compliance with agency policies and procedures. Assesses workload to ensure adequate staffing coverage, equitable distribution of the work and makes adjustments accordingly.

Note: The assigned functional areas of this position are general administration, office management, records management, and/or fiscal operations.

Additional Note: The salary offer for the position will be in the minimum to midpoint range ($55,417.02 to $76,198.51) and may NOT exceed the midpoint rate of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

Qualifications

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

• Knowledge of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.

Executive Assistance

• Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
• Ability to maintain confidentiality and be sensitive to political issues.
• Knowledge and sensitivity to issues, priorities, protocol, etc.

Math Skills

• Basic math skills.

PC Skills

• Intermediate skills in the use of applicable Microsoft Office Suite software;
• Intermediate skills in the use of agency specific software applications.

Communication

• Ability to communicate well through written and oral means;
• Ability to speak in front of a group.

Information Abilities

• Ability to gather, integrate, and analyze complex data.

Interpersonal Abilities

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

Purchasing and Accounting

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.

Personnel and Payroll

• Ability to perform all human Capital Management Enterprise Resource Planning system functions.

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")

High school graduation and four years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:

• Valid driver's license.
• Cardiopulmonary Resuscitation (CPR) certification (Required within 30 days).
• Automated External Defibrillator (AED) certification (Required within 30 days).
• Basic Life Support (BLS) certification (Required within 30 days).

NECESSARY SPECIAL REQUIREMENTS:

The appointee to this position will be required to complete a criminal background check, Child Protective Services Registry check, driving record check, tuberculosis test, and sanction screenings to the satisfaction of the employer.

This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

Additional Work Schedule Requirements: Flexible dependent on department needs. May occasionally start as early as 7:00 a.m. or work as late as 9:30 p.m. based on the service demands and occasionally on weekends. May be assigned to work at various sites. Must provide own transportation.

PREFERRED QUALIFICATIONS

• Five or more years of office management experience.
• Three or more years of staff supervisory experience, to include training, coaching, and evaluating staff.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint) and other software such as an electronic medical records system.
• Five or more years of experience working in a fast-paced office or government environment.
• Five or more years of experience working for a local, state, or federal government.
• Experience working on interdisciplinary teams.
• Experience with private and/or public health insurance billing.
• Self-motivated; team player; highly organized; able to multi-task; excellent verbal, interpersonal and written communication skills.
• A high level of integrity and discretion in handling confidential information and professionalism in dealing with customers and colleagues is necessary.
• Ability to work independently, manage multiple time-critical tasks at the same time, be proactive, exercise good judgment, and use critical thinking skills.

PHYSICAL REQUIREMENTS

Job is generally sedentary in nature, and requires walking, standing, sitting (for long periods of time), and kneeling, reaching, bending, climbing stairs; may be required to lift or carry up to 25 lbs. as required for the position. Uses hands to grasp, handle, or feel. Visual acuity is required to read data from paper and on a computer monitor or other electronic device; ability to operate keyboard driven equipment and computer and use of touchscreen. Position frequently communicates and must be able to exchange accurate information with others verbally and in writing. Generally, works in an office environment and may occasionally be required to perform job duties outside of the typical office setting. Ability to drive a motor vehicle. All duties performed with or without reasonable accommodations.

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.