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

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

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 systemsEnters, scans, and files data and record accurately and timelyDevelops and maintains organizational systems to ensure supports are provided timely, accurately, and effectively to the unitsDevelops, prepares, and generate reports, memos, letters, etc.Handles client-related phone calls and letters to include interacting with upset clientsSupports 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 packetWorks on special projects (i.e.
researching, coordination, and putting together presentations, etc.
)Provides and assists with training other administrative assistants as neededWorks collaboratively with other administrative staff in the Division of CYF and offer administrative support to other divisions within DFS as neededKNOWLEDGE, 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 teamAbility to manage competing priorities and work under a pressured environment.Ability to develop and maintain organizational systemsAbility to use software such as Excel, to clean, manipulate, and stage data for analysisAbility to use automated technology to establish and maintain case recordsAbility to maintain professional ethics and confidentiality of client informationAbility to establish and maintain effective working relationships with a variety of individualsAbility to schedule and manage workload sufficiently to meet deadlinesAbility to communicate clearly and concisely, both orally and in writingAbility 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:
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 environmentAt least two (2) years of experience using and managing automated technology to record, store, and file case management dataPossess 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 () 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

Merit Positions

Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:
Medical/Vision/Dental Insurance Coverage Group Term Life Insurance Long Term Disability LiveWell Program Flexible Spending Programs Paid Leave (annual, sick, parental, volunteer activity, and more!)
Paid Holidays Contributory Retirement Plan Deferred Compensation Employee Assistance Program Employees' Child Care Center Commuter Benefit Program Continuous Learning Opportunities
NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program.
For more information about the PSLF program: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

For additional details please visit the

Non-Merit Positions Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year. Medical/Vision/Dental Insurance Coverage Flexible Spending Program Deferred Compensation Temporary: scheduled to work a maximum of 900 hours in a calendar year. No benefits

01

What is the highest level of education that you have completed?
Less than 12th grade High school diploma or GED Some college Associate's degree Bachelor's degree Master's degree Doctorate degree
02

If you answered "Some college" for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a degree.
Less than 45 quarter hours 45 to less than 90 quarter hours 90 to less than 135 quarter hours 135 to less than 180 quarter hours 180 or more quarter hours Less than 30 semester hours 30 to less than 60 semester hours 60 to less than 90 semester hours 90 to less than 120 semester hours 120 or more semester hours Not applicable
03

How many years of full-time equivalent experience do you have providing administrative support in the assigned functional areas of record and data management, scheduling and coordination, communication, office management or receptionist/public contact?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
04

How many years of experience do you have supporting staff in a Human Services environment?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
05

Do you have at least one or more years of full-time equivalent experience in any of the following areas.
Check all that apply.
Program and project management Training and technical assistance Research and collection of statistical data reports None of the above
06

Please indicate your level of proficiency with Microsoft Excel.
Beginner (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents) Intermediate (Knowledge of inserting and modifying graphic objects in a worksheet; customizing and enhancing workbooks; analyzing data using Pivot Tables, Slicers, and Pivot Charts) Advanced (Extensive knowledge of increasing productivity and improving efficiency by streamlining workflow; collaborating with others using workbooks; auditing worksheets; analyzing data; working with multiple workbooks; importing and exporting data, using Excel with the web) No experience
07

Please indicate your level of proficiency with Microsoft PowerPoint.
Beginner (Basic knowledge of opening, saving and closing files; creating backwards compatible files for working with older versions of PowerPoint; utilizing the find and replace tool; applying and modifying pre-designed WordArt; spacing and arranging objects and images; converting bulleted list into flowcharts) Intermediate (Knowledge of applying templates and themes; converting text to diagrams and tables; inserting images and clip art; adding sound effects and music clips, adding video and animation; adding and configuring interactive action buttons; incorporating review comments and embedded MS Office content; use advanced features for saving and distributing your file) Advanced (Extensive knowledge in customizing PowerPoint for your own work environment; fully leveraging the power of master slides to creating consistent and easy-to-update designs; simplifying internal communication or reviews with embedded notes and comments; reusing (not re-entering) data from other applications; adding multimedia elements; recording voice-overs for presentations; setting up a self-running slideshow display for a lobby or event kiosk) None of the above
08

Please indicate your level of proficiency with Microsoft Word.
Beginner (Basic knowledge of creating, editing, formatting, and saving simple documents; inserting simple tables; and proofreading documents for accuracy) Intermediate (Knowledge of common commands such as creating a title; using, modifying, and creating styles; setting up the ruler; indenting paragraphs, using tabs and tables; inserting captions, footnotes, endnotes, special characters, or hard page breaks; using page numbering; creating headers and footers; inserting graphics; inserting an equation, adding comments and tracking changes.
) Advanced (Extensive knowledge of almost all function of program including mail merge, macros, creating a table of contents, creating bookmarks and cross-referencing.
) No experience
09

Please indicate your level of proficiency with Microsoft Outlook.
Beginner (Basic knowledge of identifying the components of the Outlook environment; composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments; scheduling meetings, managing tasks, notes and journal entries) Intermediate (Knowledge of customizing message settings; organizing and locating Outlook messages; setting calendar options; tracking activities using the Journal; assigning and tracking tasks; sharing folder information; customizing the Outlook environment) Advanced (Extensive knowledge of almost all functions of program including personalizing your email; organizing Outlook items; managing data files; managing contacts and contact information; saving and archiving email; creating a custom Outlook form; working offline and remotely) No experience
10

Do you have experience using any of the following DFS automated programs?
Check all that apply.
ECMS OASIS Harmony RSS None of the above
Required Question