Park Operations Office Manager (Admin Asst IV)

Join the Park Authority and our nationally recognized team of professionals! This position will work as a part of one of the most highly regarded park systems in the country. With more than 25,000 acres of parkland, nine REC Centers, eight golf courses, three lakefront parks, and more, FCPA is an exciting organization to be a part of and there are many opportunities for staff to make a difference at every level.

Under minimal supervision assists in the day to-day operations of services offered in the Park Operations branch. Primary point of contact for Park Operations maintenance phone line and email. Responds directly to a high volume of customer inquiries and customers over the telephone and by email. Assists in the divisions hiring, interviewing, and onboarding processes. Communicates daily with Park Authority staff to research and resolve inquiries and maintenance requests. Manages or coordinates branch programs such as agency motor pool, Adopt-A-Field, Vegetative Planting Requests, etc. Enters, validates, and updates asset information management system. Manages the Park Operations office. Successful applicants will be self-motivated, very organized, and have excellent interpersonal communication skills to mitigate user concerns and promote agency services. 

Note: The assigned functional areas for this position include general administration, public information, communications, parks and recreation, office management, and/or customer service.

Position reports to 12055 Government Center Pkwy, Fairfax, VA 22035 3 Days a week, teleworks 2 days a week.

(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
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Fiscal Administration
Reviews and reconciles status reports.

Accounting
Resolves problems by performing qualitative review of individual cases;

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;

Scheduling & Coordinating for others
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.

General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;

Receptionist/Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing
Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Maintains Web pages;
Designs and lays out publications using specialized software packages;

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

Payroll
Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
Researches payroll issues (e.g., overtime, leave hours).
Interprets policies & procedures.

Personnel
Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
Serves as liaison between supervisor/manager and HR regarding routine personnel actions;

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.

Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

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.

Information Abilities
Ability to gather, integrate, and analyze simple 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 five functions.

Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

 

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Driver's license (required)

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, and driving record check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• 3+ years experience in call center or customer service center/support. 
• 3+ years experience responding to customer requests through email and phone. 
• 3+ years experience in data entry and processing .
• 3+ years experience in using Microsoft Excel, Word, Outlook 
• 3+ years experience using Asset Management, Customer Relationship, or Work Order Management Systems.

PHYSICAL REQUIREMENTS:
Ability to remain sedentary for extended periods in an office environment. All duties may be 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. [email protected] EEO/AA/TTY.