EXECUTIVE ASSISTANT (ADMINISTRATIVE ASSISTANT V)
: Job Details :

Executive Assistant (Administrative Assistant V)

Salary

$53,265.06 - $88,775.02 Annually

Location

FAIRFAX (EJ33), VA

Job Type

FT Hourly W BN

Job Number

24-02495

Department

Library

Opening Date

10/19/2024

Closing Date

10/25/2024 11:59 PM Eastern

Pay Grade

S19

Posting Type

Open to General Public

* Description

* Benefits

* Questions

Job Announcement

Serves as Executive Assistant to the library director. Provides logistical, analytical, and administrative support to the director.

Responsibilities include:

* Provides logistical and administrative support for the twelve-member Library Board of Trustees including initiating actions needed.

* Researches policy questions for the director, analyzing and reviewing historical records, minutes, and memoranda.

* Serves as unit expert in library administration on administrative policies and procedures. Serves as agency FOIA officer and provides general office management for library administration.

* Supervises an administrative assistant.

* Performs other duties as may be assigned to further the goals and objectives of the Fairfax County Public Library.

Note: The assigned functional areas for this position include general administrative assistance, executive administrative assistance, and/or office management.

This job ad may be used to fill future vacancies.

The selected applicant's starting hourly rate will be in the minimum to midpoint range ($25.6082 - $34.1441) and will not exceed the mid-point of the advertised compensation range (Note: Compensation rules apply per Fairfax County personnel regulations for current Fairfax County Government and Fairfax County Public Schools employees).

Schedule: Occasional evenings, irregular weekends and overtime may be required.

To learn more about a career with Fairfax County Public Library, watch our video Library Staff Share Why They Love Working at the Library

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

Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;

Determines, modifies, and implements administrative policies, procedures and methods to improve office practices;

Designs and uses spreadsheets and databases to interpret and organize resource information;

Provides customized reports to analysts or others in the unit.

Purchasing

Researches and recommends equipment/vendors and prices;

Determines substitutes for supplies and high value equipment;

Coordinates the purchase of non-standard items (e.g., purchases requiring coordination with other departments, multi-fund purchases, and/or biohazardous material acquisition);

Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;

Acquires insurance via county Risk Management.

General Executive Assistance

Provides advice and counsel to members of the executive/work unit head's functional area;

Exercises discretion in administrative policy interpretation;

Resolves a wide variety of operational problems requiring sound judgment.

Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;

Recommends exceptions to administrative policies that are subject to review.

Scheduling & Coordinating for Others

Supervises or handles the most complex, non-routine activities where consequence of error is high;

Coordinates all logistic activities for visits by external groups;

Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;

Verifies travel arrangements made by visitors (e.g., travel to/from hotel);

Makes all arrangements required by visitors regarding catering or supplies;

Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;

Negotiates prices for goods and services required at meetings;

Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.

Communication

Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;

Explains and interprets policies as they apply to unique situations with potential legal and safety implications;

Researches, coordinates, and provides information to others including citizens, executive/work unit head, and/or BOS members/staff;

Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.

Office Management

Supervises several dissimilar or specialized functions each with unique training requirements;

Devises procedures for complex or specialized functions;

Anticipates and develops procedures/tools to prevent problems; solves unusual problems;

Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications;

Analyzes short and long-range administrative needs such as space, staffing of functional area).

General Administrative

Responsible for and determines administrative procedures.

Receptionist/Public Contact

Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action;

Recommends procedural changes;

Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.

Word Processing/Typing

Supervises word processing staff including training of staff;

Edits for style, format, and/or layout.

Information Systems/Software

Trains staff in use of agency information systems/software;

Researches & selects hardware/software;

Creates complex spreadsheets for department;

Operates/manages complex databases & other software using advanced functions;

Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.

Reports

Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.

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 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.

Employment Standards

MINIMUM QUALIFICATIONS:

Any combination of education, experience and training equivalent to:

high school graduation and four 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 five years of experience performing administrative support to executive-level personnel.

* At least four years of front-line customer service experience.

* At least three years of experience performing the following administrative support tasks: Drafting correspondence; Maintaining schedules, to include providing logistical arrangements for conferences and meetings; Transcribing meeting minutes; Maintaining files for required documentation; Preparing packages for board meetings; Maintaining confidentiality and discretion; Explaining policies and procedures to staff and customers; and meeting deadlines with competing priorities.

* Extensive experience and intermediate proficiency in office management.

* At least two years of experience coordinating, compiling, and analyzing data to create reports.

* At least intermediate proficiency utilizing Microsoft Office Suite software (Excel, PowerPoint, and Word.)

* Advanced proficiency utilizing Microsoft Outlook.

* Excellent communication skills and ability to communicate and interact positively, professionally and effectively with personnel at all levels of the organization.

PHYSICAL REQUIREMENTS:

Ability to input, access, and retrieve information from a computer. Ability to lift up to 15 lbs. Ability to perform repetitive hand, arm, wrist and shoulder movements. Ability to stoop, bend, reach, squat, and kneel. Physical requirements are applicable to all duties. Ability to travel to various locations throughout Fairfax County to attend meetings and trainings. Must have ability to communicate orally and in writing with others. 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) 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-###-#### for assistance. TTY 703-###-####. ...@fairfaxcounty.gov EEO/AA/TTY.

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