Administrative Assistant III

Job Announcement

This position works within the Division of Children, Youth and Families (CYF) to support the Foster Care and Adoption (FC&A) program. As an agency, DFS is committed to strengthening the well-being of its diverse community by protecting and improving the lives of all children, adults, and families through assistance, partnership, advocacy, outreach, and quality services. To learn more about DFS and its Mission, Vision, and Values, please click here. Under the supervision of the Administrative Assistant IV, independently and without close review, performs administrative services to support the Foster Care and Adoption (FC&A) Program within the Children, Youth, and Families Division (CYF). These duties include:

• Ensuring successful administrative and customer service delivery through effective communication and collaboration with other CYF programs, county and state agencies;
• Exercising initiative, creativity and sound judgement to resolve difficult or unusual situations;
• Providing direct support to FC& Adoption supervisors and staff with case and client management tasks such as creating and sending out letters or documents and entering and maintaining data in multiple databases;
• Assisting FC& Adoption supervisors with the recruitment and hiring process;
• Assisting with scheduling appointments, reserving and setting up room for meetings; ordering and maintaining inventory of office supplies; preparing a variety of disbursement forms to verify and reconcile procurement card expenses; pulling reports and gathering data and survey results;
• Preparing and composing communication and presentation materials; performing other duties to ensure program, division, and agency priorities are addressed efficiently and effectively.
• Assisting with managing client records.
• Entering data accurately and timely and preparing reports.
• Handling client-related phone calls and letters, including interacting with angry or upset clients.
• Providing general administrative support to unit staff including managing supplies, vehicles, and mail.
• Supporting hiring efforts and assisting with meetings.
• Working on special projects to assist supervisors and units.
• Assisting on training other administrative assistants, as needed.
• Working collaboratively with other administrative staff in the Children, Youth, and Families Division and helping in other programs as needed.
• Demonstrating flexibility in handling multiple and changing tasks.
• Prioritizing tasks to adapt to changing priorities.
• Developing and maintaining organizational systems for themselves and the unit they support.
• Performing special projects including research, reports, and correspondence.

Note: Functional areas of this position are general administrative assistance, scheduling & coordinating, record management, and/or customer service.

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). Certificates and Licenses Required: Valid driver's license Necessary Special Requirements: The appointee to this position will be required to complete a criminal background check, and child protective services check and driving record check to the satisfaction of the employer. Preferred Qualifications:

• Three years of frontline administrative and customer service experience supporting staff in a human services environment
• Experience with Microsoft applications, specifically Word, PowerPoint, Excel, and Teams.
• Demonstrated strong writing and grammar skills
• Experience managing enterprise systems, such as OASIS, Documentum, and electronic management systems

Physical Requirements: Duties are generally sedentary and performed in a normal office environment. Ability to communicate clearly and concisely, both orally and in writing. Ability to use automated technology. Sufficiently mobile to deliver mail, messages and case records. Ability to lift and carry heavy case records. 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.