Administrative Assistant III

Our 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. 

Functional areas: general administrative assistance, customer service, technical support, and/or event management(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.

(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.

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 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.
• Proficiency with Microsoft Office Suite applications.

PHYSICAL REQUIREMENTS:
Good dexterity needed to complete all tasks. Must be able to communicate by telephone on a daily basis. Ability to lift 40 lbs. Must be mobile. Ability to stand, bend, walk, climb, and sit. 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. [email protected] EEO/AA/TTY.