Administrative Assistant III - Community Residential Services
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Administrative Assistant III - Community Residential Services
Salary
$45,255.39 - $75,424.96 Annually
Location
8119 HOLLAND ROAD ALEXANDRIA (MN25), VA
Job Type
FT Hourly W BN
Job Number
26-00405
Department
Community Services Board
Opening Date
03/07/2026
Closing Date
3/13/2026 11:59 PM Eastern
Pay Grade
S15
Posting Type
Open to General Public
Description
Benefits
Questions
Job Announcement
We are seeking a highly organized, dependable, and professional administrative assistant to support our Assertive Community Treatment (ACT) team. ACT is an intensive, community-based behavioral health program based out of the Gartlan Center serving individuals living with serious mental illness, including schizophrenia, bipolar disorder, and co-occurring substance use disorders.
This position serves as the first point of contact for individuals receiving services onsite and provides critical administrative and operational support to the ACT team. Requires daily interaction with individuals who may be experiencing psychiatric symptoms or substance use-related challenges. The ability to maintain a safe, welcoming, and professional reception environment is essential.
This role participates in team meetings and supports program operations, compliance, documentation, data management, and coordination with internal departments and external vendors. It is a fast-paced, team-oriented position, ideal for someone who thrives in a structured yet dynamic behavioral health environment, has the ability to maintain confidentiality and professionalism, and possesses strong organizational and multitasking skills.
Key Responsibilities:
Client & Public Interaction
Provide professional, compassionate front-desk support to individuals experiencing symptoms of serious mental illness
Maintain a safe and welcoming reception area
Complete in-person registration using the electronic health record (EHR), including collecting ID, insurance, income verification, and required signatures
Respond to phone calls and walk-in inquiries with professionalism and discretion
Documentation & Compliance
Utilize electronic health record (EHR) systems for data entry and client registration
Ensure adherence to HIPAA rules and confidentiality standards
Maintain accurate, timely documentation in compliance with Medicaid and licensing requirements
Support data collection efforts, including experience with systems such as Credible and HMIS
Administrative & Technical Support
Provide administrative support during ACT team meetings
Facilitate communication among multidisciplinary team members
Prepare reports, spreadsheets, presentations, and correspondence using Microsoft Teams, Word, Outlook, Excel, PowerPoint, and Visio
Assist with hardware/software troubleshooting and coordinate with IT, Communications, Facilities, Vehicle Services, and other vendors as needed
Financial & Operational Support
Assist with program expenditures, including credit card reconciliation
Support basic bookkeeping functions and payment processing
Track and monitor supply procurement and vendor coordination
Organizational & Time Management
Maintain accuracy in detailed work despite interruptions, shifting priorities, and urgent client or staff needs
Manage competing responsibilities in a fast-paced environment
Participate in problem-solving and continuous process improvement efforts
Key Competencies
Excellent written and verbal communication
High attention to detail and accuracy
Ability to prioritize in a fast-paced clinical environment
Team-oriented with strong interpersonal skills
Commitment to recovery-oriented services
Functional areas: general administrative support, medical records, behavioral health, or office management
To find out about the benefits of working with Fairfax County Government, please visit the CSB Careers Page (https://www.fairfaxcounty.gov/community-services-board/careers) .
Note: To learn more about careers that make a difference, watch our video "CSB Celebrates 50th Anniversary of Providing Care."
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
Uses spreadsheets or databases to organize information and produce standard reports;
Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
May approve some disbursement forms;
Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
Explains fiscal rules and procedures to employees to ensure uniform application.
Fiscal Administration
Sets up accounts through corporate systems;
Reconciles ledgers;
Prepares status reports;
Gathers data for use by others in preparing budget;
Prepares transfer vouchers and interfund billing;
Monitors external accounts for discrepancies.
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.
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;
May supervise others;
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.
Payroll
Processes pay adjustments;
Transmits on-line T&As;
Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
Trains new employees on how to do on-line time.
Personnel
Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
Provides basic new employee benefits information;
Explains routine personnel policies and procedures;
Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).
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 routineHuman 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 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, a Child Protective Services Registry check, a driving record check, and sanction screening to the satisfaction of the employer. A TB screening upon hire.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)
PREFERRED QUALIFICATIONS:
Experience in behavioral health or healthcare settings
Experience with Electronic Health Records or other data collection systems
Experience managing program expenditures or basic bookkeeping
Experience coordinating with internal support departments and outside vendors
Experience with Medicaid documentation standard
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Visio)
PHYSICAL REQUIREMENTS:
Ability to answer phones, @type and complete forms, input and retrieve data from a computerized database, and accurately count and identify money. Ability to drive a motor vehicle to attend meetings and trainings, and to bend and lift items weighing up to 25 lbs. All duties performed with or without reasonable accommodations.
SELECTION PROCEDURE:
Panel Interview and may include a practical exercise.
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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