Office Manager (Administrative Assistant IV)
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Office Manager (Administrative Assistant IV)
Salary
$48,617.09 - $81,028.48 Annually
Location
FAIRFAX (EJ27), VA
Job Type
FT Hourly W BN
Job Number
25-00872
Department
Neighborhood & Community Svcs
Opening Date
04/19/2025
Closing Date
4/25/2025 11:59 PM Eastern
Pay Grade
S17
Posting Type
Open to General Public
Description
Benefits
Questions
Job Announcement
Join a professional team of caring individuals supporting older adults in our community. This key position provides administrative support to the Adult Day Health Care (ADHC) program. This program serves an adult population with dementia, physical impairments and intellectual disabilities. This position provides general administrative support to the ADHC team, caregivers, participants, and other county departments who work together to provide care (i.e., Fastran, Department of Family Services, and Area Agency on Aging). Must have the desire to interact with adults who need extra support and work independently in an unconventional office setting with frequent distractions. Must be knowledgeable in department of social services and Medicaid regulations. Assists in determining financial eligibility for the program, prepares monthly billing statements for both Medicaid and private pay clients, tracks and processes payment information. Assists with statistical reporting, budget preparation and in preparing the monthly newsletter and calendar for the center
Note: The assigned functional areas of this position are general administrative support, fiscal operations and/or records 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
Reviews and approves disbursement forms;
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
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Accounting
Supervises staff performing clerical accounting duties at the Asst. II and III levels;
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
Performs petty cash custodial duties;
Audits clerical accounting procedures in other agencies.
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;
Authorizes requests for goods and services in corporate system;
Monitors contract compliance (e.g., expirations, payment terms, costs);
May act as procurement card manager.
Scheduling & Coordinating for others
Manages supervisor's calendar which may require negotiating time and place;
Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
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;
Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.
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);
Manages a small work unit;
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;
May supervise general administrative functions.
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
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/Software
Develops macros;
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;
May supervise.
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
Initiates the full range of processing for complex personnel actions;
Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
Counsels employees on basic benefit questions;
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;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
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;
Advises supervisor and provides information regarding HR policies and procedures.
Prepares diversity report.
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 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.
Employment Standards
MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to (https://www.fairfaxcounty.gov/hr/equivalencies-education-and-experience) high school graduation and three years of experience providing administrative support in the assigned functional area(s).
CERTIFICATES AND LICENSES REQUIRED:
Valid driver's license
CPR/First Aid (Required within 3 months)
AED (Required within 3 months)
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, Child Protective Services Registry check, and a driving record check to the satisfaction of the employer. A Tuberculosis (TB) screening upon hire.
Additional Work Schedule Requirements: Employee is required to cover at other ADHC sites as business needs and staffing ratios require. This may be short-term or long-term.
PREFERRED QUALIFICATIONS:
Self-motivated, results-oriented candidate with experience providing administrative support in a high volume clinical/healthcare office setting with multiple interruptions.
Experience with third party billing, database maintenance, filing systems and proven capability of resolving issues/concerns in a prompt and professional manner.
Data entry experience.
Experience with medical billing in a professional setting.
Experience dealing with Medicaid and/or Department of social services regulations, deadlines, or audits.
Experience working with older adults (including those with dementia and intellectual disabilities) and their families.
Must have a high level of integrity and discretion in handling confidential information and professionalism in dealing with customers and colleagues.
Position requires the candidate to work independently and in a team environment, be proactive, exercise good judgment, use critical thinking skills, be highly organized and have excellent interpersonal skills.
Excellent customer services skills with the ability to interact in a friendly, service-oriented and professional manner with internal and external customers.
Proficient in Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint.
PHYSICAL REQUIREMENTS:
Position is active in nature. Must be able to monitor and observe the activities of program participants. Regularly moves about or positions self to supervise and interact with participants at their level. Occasionally lifts, transports, positions, push/pulls or moves up to 50 pounds. Must be sufficiently mobile and possess a range of motion to perform repetitive standing, walking, balancing, stooping, bending, crouching, crawling, sitting on the floor, reaching, squatting, kneeling, and twisting. Ability to react quickly to the physical actions of program participant. Requires the ability to apply CPR and First Aid skills as needed and respond to emergency situations. Administrative and supervisory activities will require ability to operate keyboard-driven equipment. Ability to communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties 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 (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. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.
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