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Administrative Assistant III

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Administrative Assistant III

Salary

$44,368.06 - $73,946.08 Annually

Location

FAIRFAX (EJ32), VA

Job Type

PT Hourly W BN

Job Number

24-02823

Department

Cable & Consumer Services

Opening Date

12/14/2024

Closing Date

12/27/2024 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

The Department of Cable and Consumer Services' Meetings and Events team is looking for a self-motivated, detail-oriented, hard-working team member who has a passion for excellent customer service.

This position provides audiovisual technology support for meetings and events at the Fairfax County Government Center Campus—requiring evening and weekend support of after hours events as well as varying shifts during County business hours. This part-time job share position (a minimum of 20 hours per week) plays a critical role in ensuring operationally successful meetings and events—providing event and logistical support, audio-visual and IT troubleshooting support, and administrative support.

Responsibilities and duties include:

• Utilizes a cloud-based scheduling application to assist staff and customers in scheduling and entering detailed event information – including audio-visual needs – for over 10,000 meetings and events at the Government Center Campus each year.

• Ensures that meetings and events are held in compliance with Fairfax County policy and applicable law.

• Drafts and edits documents, and provides additional administrative support, as needed.

Note: The assigned functional areas for this position include general administrative assistance, customer service, technical support, and/or event management

Illustrative Duties

(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.)

General Financial Duties

Uses spreadsheets or databases to organize information and produce standard reports;

Accounting

Prepares wide variety of accounting forms;

Reconciles daily receipts or accounts receivable/payable;

Identifies discrepancies and makes corrections;

Collects required documents;

Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

Scheduling & Coordinating for Others

Maintains calendar(s);

Schedules meetings;

Makes and cancels appointments;

Schedules rooms for classes, meetings, conferences, etc.;

Coordinates audiovisual, training equipment, refreshment requests;

Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

Office Management

Provides administrative support and implements procedures;

Trains and orients new employees;

Provides and explains relevant policies and procedures.

General Administrative

Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact

Schedule appointments;

Explains 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.

Word Processing/Typing

Keys/types complex documents (e.g., technical);

Proofs spelling and grammar;

Uses multiple software packages to prepare equations, statistics, tables and/or presentations;

Compiles reports from edited drafts;

Uses macros and templates developed by others.

Information Systems/Software

Performs data entry with some knowledge of department/work unit/program;

Manipulates screens for additional entries;

Generates routine reports;

Creates simple spreadsheets;

Maintains databases.

Reports

Compiles routine factual/numerical reports using readily available information.

Required Knowledge Skills and Abilities

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

Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;

Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing

Basic skills in the use of Microsoft Word.

Math Skills

Basic math skills.

PC Skills

Basic skills in the use of applicable Microsoft Office Suite software.

Communication

Ability to write simple documents.

Information Abilities

Ability to process and integrate complex data.

Interpersonal Abilities

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

Executive Assistance

Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:

Any combination of education, experience, and training equivalent to the following: (https://www.fairfaxcounty.gov/hr/equivalencies-education-and-experience) (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

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 this position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• At least two years of strong front-line customer service experience including responding to customers face to face, by telephone and in writing.

• At least one year of event planning and support experience.

• At least one year of experience working with and troubleshooting audio-visual equipment.

• Ability to work independently and make sound decisions.

• Proficiency with Microsoft Office Suite applications.

• Excellent communication skills.

PHYSICAL REQUIREMENTS:

Good dexterity needed to complete all tasks. Must be able to communicate by telephone on a daily basis. Must be able to lift 40 lbs. Must be mobile. Must have the ability to stand, bend, walk, climb, and sit. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include 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) (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) 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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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