Administrative Assistant III

Job Announcement

This a grant funded position. The salary offer will not exceed the mid-point of the advertised salary range ($63,470.58).

Join Us in Growing Stronger Communities
At the Department of Neighborhood and Community Services, we believe every child, family, and community deserves the chance to thrive. Our mission is rooted in partnership-working together to create equitable opportunities and meaningful outcomes for people of all ages and abilities. If you're passionate about early childhood education and want to make a lasting impact, we'd love to have you on our team.

About the Role
The Greater Mount Vernon Community Head Start Program operates a full-day, full-year program for children from birth to age five for families in the south end of Fairfax County. We are looking for an organized, proactive, and welcoming Administrative Assistant III to join our team. In this role, you will be the heartbeat of our office. You will manage our data, welcome families, and keep our daily operations running smoothly so our educators can focus on what they do best. If you are a problem-solver who loves variety and thrives in a collaborative team environment, we want to hear from you!

What You Will Do
Welcome families, answer incoming inquiries, and connect community members with vital enrollment resources and program information. Keep our records sharp by updating central files, managing specialized databases (like ChildPlus), and compiling reports for program staff. Support office management by monitoring supplies, coordinating conference room schedules, handling mail, and keeping front-desk references up to date. Coordinate meeting notices, draft agendas, type up meeting minutes, and prepare information packets for interview panels. Collaborate with team members to tackle special events, conferences, and daily office tasks.

What We Are Looking For
Organized multitasker: Someone who can manage multiple databases, filing systems, and phone lines without breaking a sweat.
Clear communicator: Strong written and verbal skills to connect warmly with parents, staff, providers, and community partners.
Tech-savvy professional: Proficient in Microsoft Office (Word, Excel) and comfortable using online tools to research topics and build templates.
Resourceful problem solver: Excellent judgment to route inquiries, solve front-desk challenges, and assist where needed on your own initiative.
True team player : Reliable office coverage provider who naturally communicates daily schedules and loves helping teammates cross the finish line.

Note: The assigned functional areas of this position include general administrative support and/or office 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
Uses spreadsheets or databases to organize information and produce standard reports;
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.
Accounting
Reconciles daily receipts or accounts receivable/payable;
Identifies discrepancies and makes corrections;
Collects required documents.
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.
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;
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.
Payroll
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.
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, and a Child Protective Services Registry check to the satisfaction of the employer. A Tuberculosis (TB) screening upon hire.

PREFERRED QUALIFICATIONS:

• At least two years of experience providing administrative support.
• At least one year of experience working in human services.
• At least one year of experience working in a childcare setting.
• At least two years of experience working with a diverse population.
• At least one year of experience in a customer-facing role, such as providing customer service, front desk support, or answering phones.
• Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint)

PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature. However, incumbent may be required to do some walking, standing, bending, and carrying items up to 25 pounds. Ability to operate keyboard-driven equipment. Ability to communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. 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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