Administrative Assistant II
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Administrative Assistant II
Salary
$41,227.68 - $68,714.05 Annually
Location
FAIRFAX (EJ27), VA
Job Type
FT Hourly W BN
Job Number
26-00216
Department
Family Services
Opening Date
01/24/2026
Closing Date
1/30/2026 11:59 PM Eastern
Pay Grade
S13
Posting Type
Open to General Public
Description
Benefits
Questions
Job Announcement
This position works within the Child Care Assistance and Referral program located in the Pennino Building in Fairfax. Performs administrative support for the CCAR call center. Responds to general inquiries, such as program information, eligibility, and income guidelines. Forwards calls to appropriate staff. Tracks all incoming correspondence to include client applications and vendor billing. Performs data entry by logging correspondence information into an automated system. Assists in the timely processing of portal applications and vendor billing by immediately disseminating documents/mail/faxes to appropriate staff. Ability to complete tasks in a related sequence using Outlook and other online databases with accuracy and completeness. Ability to establish and maintain effective working relationships, communicate orally and in writing. Ability to review documents received and use scanning software to scan, store and retrieve documents. Assists staff with specific routine case management services such maintaining the VDSS application portal, processing portal applications for child care subsidy and other administrative duties as assigned. Staffs the internal and public facing reception areas serving the public face to face.
Note: The functional areas of this position are general administrative assistance, human services, and/or customer service in a public reception environment.
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.)
Purchasing
Verifies requests for goods and services against county contracts and funding sources;
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
Authorizes requests for goods and services in corporate systems;
Ensures appropriate routing and approval of purchase requests.
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.
Communication
Composes routine correspondence on behalf of the executive/work unit head.
Office Management
Provides administrative support and implements procedures;
Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
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.
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 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.
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 three functions (e.g., create shells, accounts payable processing).
Personnel and Payroll
Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
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 two years of experience providing administrative support in the assigned functional area(s).
CERTIFICATES AND LICENSES REQUIRED:
None.
NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check, and a Child Protective Services Registry check to the satisfaction of the employer.
This position is considered essential personnel and will be required to report to work during times designated countywide as approved for unscheduled leave regardless of the emergency situation (i.e., weather, transportation, other disaster).
PREFERRED QUALIFICATIONS:
Demonstrates extensive experience in human services, including working with the public and managing multiple tasks efficiently.
Possesses excellent organizational and interpersonal skills, with a strong commitment to delivering exceptional customer service to a diverse population.
Experienced in using automated technology in programs such as Word, Excel, Outlook, case management system, and electronic scanning or similar systems.
Displays clear and concise oral and written communication abilities while maintaining professionalism in interactions with the public.
Ensures timely action and responses to meet the needs of clients and stakeholders.
Experience working in early childhood environment.
At least one year of experience in recordkeeping, data entry, banking and customer service.
PHYSICAL REQUIREMENTS:
Ability to use automated technology. All duties performed with or without reasonable accommodations.
SELECTION PROCEDURE:
Panel Interview and may include a practical 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 (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) .) 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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.
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