Administrative Assistant II
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Administrative Assistant II
Salary
$41,227.68 - $68,714.05 Annually
Location
DEPARTMENT OF FAMILY SERVICES - MULTIPLE LOCATIONS, VA
Job Type
FT Hourly W BN
Job Number
25-01472
Department
Family Services
Opening Date
08/09/2025
Closing Date
8/15/2025 11:59 PM Eastern
Pay Grade
S13
Posting Type
Open to General Public
Description
Benefits
Questions
Job Announcement
The Public Assistance and Employment Services Division is seeking a detail-oriented and client-focused person to support daily operations in a fast-paced, service-driven environment. This role is ideal for someone who thrives on organization, enjoys helping others, and has a talent for navigating data systems and multitasking with efficiency and accuracy. This position greets and assists clients applying for services in a public lobby setting. Guides clients through completing applications and forms, on paper or online. Screens, reviews, and scans documents including applications, renewals, and verifications. Uses scanning software for storing and retrieving documentation. Enters and retrieves data from state, local, and privatized databases. Performs related tasks using Microsoft Office programs with precision Responds to general client inquiries in person, over the phone, or online. Establishes and maintains positive working relationships with clients, staff, and partner agencies. Compiles and reports data accurately and in a timely manner. Communicates in-writing or orally in a clear and concise manner with internal and external stakeholders.
NOTES: This job announcement may be used to fill multiple positions across the department's 4 offices. This position does have the ability to work in a hybrid environment with limited remote options, and the schedule is Monday-Friday, 8:30 AM - 5:00 PM. At the time of this advertisement, the available position is located at 7611 Little River Turnpike, Annandale, VA 22003
The salary offer will not exceed the midpoint ($54,970.86 per year) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.
Note: The assigned functional areas for this position include administrative support, customer support 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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.
Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.
Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.
Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.
Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.
Communication
Produces and electronically distributes simple documents (e.g., flyers).
Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.
General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.
Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.
Word Processing/Typing
Keys/@types form letters, labels, simple documents and correspondence;
Proofs spelling.
Information Systems/Software
Performs data entry into multiple screens.
Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
T&A).
Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).
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
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.
Communication
Ability to read and comprehend relevant documents.
Information Abilities
Ability to process and integrate simple data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.
Purchasing and Accounting
Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
Personnel and Payroll
Understanding of the basic PRISM functions;
Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
PC Skills
Basic skills in the use of applicable Microsoft software.
Employment Standards
MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following (https://www.fairfaxcounty.gov/hr/equivalencies-education-and-experience) :
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
Any combination of education, experience and training equivalent to high school graduation and one year 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 and child protective services check to the satisfaction of the employer.
PREFERRED QUALIFICATIONS:
Experience working in data systems such as VaCMS, Prodagio, SVES, SPIDeR and Microsoft Office Suite applications.
At least one year of full-time equivalent experience working with document imaging systems including OpenText and Prodagio.
At least one year of full-time equivalent experience in providing front-line customer service in a public assistance environment.
At least one year of full-time equivalent experience supporting staff in a Human Services environment.
Experience providing administrative support to high-level executive or management teams including producing and editing documents for style, format, and/or layout.
PHYSICAL REQUIREMENTS:
Ability to input, access, and retrieve information from a computer. Ability to stoop, bend and reach. 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 39% 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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