Administrative Assistant V

Job Announcement

This position supervises the Abstract Section of the Records Management Branch in the Real Estate Division. Responsibilities include preparing employee evaluations, managing work assignments, verifying staff's work, making recommendations for training, providing coaching and guidance. Approves staff's leave requests and conducts interviews. Reads deeds from CPAN and reviews weekly, monthly, and yearly interface of records imported by Department of Information Technology. Updates sales of commercial and residential properties. Reviews daily abstract reports to ensure there are no breakdowns (commercial and residential) and resubdivisions that were missed. Reviews highway plats, prepares composite cards, and updates Excel spreadsheet with new subdivisions and breakdown information. Works closely with Fairfax County Geoinformation Systems (GIS), Circuit Court and Land Development Services (LDS). Provides extensive research for historical data. Trains staff on how to read abstracts (deeds, will books, property breakdowns, street dedications). Runs daily sales reports and provides work for the staff. Verifies staff productivity and ensures deadlines are met. Drafts and writes correspondence, emails, and Activity Center responses to taxpayers, business representatives, title and settlement company inquiries. Oversees the verification of sample tax bills, mailing address update requests, and name withholding requests. Adheres to the Code of Virginia, Library of Virginia retention schedule, business rules and regulations of Department of Tax Administration (DTA). Assists other sections within the department and performs other related duties as required. Works under the direct supervision of the Management Analyst I.

Note: The assigned functional areas for this position are general administrative support, local real estate tax assessment, customer service, document review, and/or data entry. 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 county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.
Executive Assistance
Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
Ability to maintain confidentiality and be sensitive to political issues.
Knowledge and sensitivity to issues, priorities, protocol, etc.
Math Skills
Basic math skills.
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;
Ability to speak in front of a group.
Information Abilities
Ability to gather, integrate, and analyze complex data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and four 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 and credit check to the satisfaction of the employer.

This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

Additional Work Schedule Requirements: Overtime may be required during peak times.

PREFERRED QUALIFICATIONS:

• Two or more years of experience in local real estate tax assessment.
• Three or more years of experience responding to public inquiries through written correspondence.
• At least one year of experience researching property ownership or conducting title searches.
• Three years of experience reviewing and interpreting Real Estate related records or legal documents.
• Knowledge and understanding of state code and county ordinances as it relates to assessment of real property.
• At least one year of supervisory experience.
• Strong decision-making and organizational skills
• Ability to troubleshoot issues and problems with limited supervision.
• Must have the ability to communicate clearly and concisely, orally and in writing.
• Intermediate proficiency using Microsoft Office (Word, Excel, and Outlook).
• Experience using Foxit or a similar Portable Document Format (PDF) software.

PHYSICAL REQUIREMENTS:
Work is generally sedentary, however employee may be required to do some walking, standing, bending, stooping and lifting of files not more than 25 lbs. Ability to input, access, and retrieve information from a computer. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include 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.) 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 View phone number on click.appcast.io. View email address on click.appcast.io EEO/AA/TTY.

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