Executive Assistant (Admin Asst IV)

• Prepares meeting agendas, meeting materials, and coordinates all resources required for effective and efficient meetings. Distributes meeting minutes to attendees.
• Relays messages and/or instructions between the division director and his/her subordinates.

• Reviews all items routed to the division director and assistant chief for signature.
• Establishes and maintains an organized filing system for both hard copy and electronic source documents.
• Creates and maintains project plans and master task calendars for each section of the division.
• Prepares selection process binders for all vacancies in the division.
• Assists with the maintenance, tracking and review of discipline, grievance, and collective bargaining documents.
• Coordinates division data compilation and document collection for response to Freedom of Information Act (FOIA) requests.
• Regularly attends the FRD's administrative team meetings and assists in the development of the department's administrative policies, processes, and procedures.
• Integrates electronic document processes into the FRD, including routing, signatures, and review.
• Develops templates in county approved electronic document program.
• Coaches/trains administrative support personnel in the department.

Note: The assigned functional areas of this position are general executive-level administrative support, office management, and customer service.

(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.)

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.

(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.

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

• At least five years of experience and skills in notetaking, proofreading, meeting summaries, and proofreading documents.
• High level of integrity and discretion in handling confidential information.
• Able to work independently and in a team environment, be proactive, exercise good judgment, and use critical thinking skills.
• Highly organized, demonstrates exceptional interpersonal skills and ability to effectively communicate, both orally and in writing.
• Proficiency using Microsoft Office Suite applications, including Word, Excel, Outlook, and SharePoint.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, credit check and sanctions screening to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Ability to lift, up to five pounds routinely and up to 30 pounds infrequently. Ability to travel throughout Fairfax County to attend meetings and training. Ability to use multi-line telephone and keyboard driven equipment; read and write work-related documents in English; speech recognition and clarity in-person and over the phone; intermittent physical activity, bending, reaching and prolonged sitting. Receive and respond to written and verbal communication with other employees and the public in a fast-past environment. All duties may be performed with or without reasonable accommodations.

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. TTY 703-222-7314. EEO/AA/TTY.

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