Administrative Assistant III

Administrative Assistant III

Fairfax County boasts a top-notch school system, safe neighborhoods, thousands of acres of parkland, and bustling town centers. County government sits at the heart of this dynamic community of almost 1.2 million residents and seeks employees eager to bring their energy, enthusiasm and skills to serve Fairfax residents and to shape the county's future. Land Development Services (LDS) is the steward of the county's land development and building construction codes and regulations, and its staff members embrace their essential role as "first preventers." Every day, through careful review, permitting and inspection of site and building construction, our staff protect the health, safety, welfare, and environment for those who live in, work in, and visit Fairfax County. Our department also serves as the gateway to much of the county's economic development, reviewing over 30,000 building and site plan submissions, issuing nearly 70,000 building permits, and conducting over 220,000 building and site inspections each year. If you would like to join a creative, collaborative, innovative team doing meaningful work, then LDS is the place for you. We are seeking a detail-oriented, customer-focused Administrative Assistant III to support the Permitting and Code Administration (PACA) Division and the Joint Training Academy (JTA). Under the supervision of the Administrative Assistant IV, this position plays a key role in delivering outstanding customer service, maintaining efficient administrative operations, and supporting training activities across the division.

About the Role: In this role, you will provide administrative, clerical, and technical support to ensure smooth daily operations across PACA. You'll handle inquiries from residents and professionals, manage records and digital files, notarize documents, coordinate meetings, assist with training logistics, support purchasing and recruitment tasks, and help maintain division-wide administrative policies. You will also serve as a backup to other administrative staff. The successful candidate will be comfortable working in a dynamic and evolving environment, demonstrate the ability to adapt to emerging technologies, including artificial intelligence (AI) tools, and work collaboratively with colleagues across the organization to deliver timely, effective, and high-quality service.

Duties include:

• General clerical and administrative duties, including processing and notarizing documents, screening and routing phone calls and emails, receiving visitors, maintaining digital files, scheduling appointments and meetings, data entry and document tracking.
• Providing back up support to other division administrative assistants.
• Providing administrative support for the Proffer Compliance team.
• Leading the agencies refund processing coordination.
• Assisting the Administrative Assistant IV in coordinating and organizing division-wide policies for file organization, standard operating procedures, webpages and other administrative policies and procedures.
• Providing administrative support on division-wide tasks including purchasing, apparel orders, recruitment, tracking, assistance with administration of contract employees and timesheets, functions as division timekeeper, employee certification support, and distributes mail.
• Providing exceptional customer support for services performed by the agency with a key responsibility being the timely delivery of effective customer service through in-person, phone, and virtual channels.
• Collaborating with colleagues both within and outside the business unit to ensure efficient service delivery and timely resolution of customer needs.
• Complying with LDS's safety program and guidelines.
• Complying with county, agency, and job specific training, including emergency management and safety related courses.

Required Knowledge Skills and Abilities:

• 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.
• Basic skills in the use of Microsoft Word.
• Basic math skills.
• Basic skills in the use of applicable Microsoft Office Suite software.
• Ability to write simple documents.
• Ability to process and integrate complex data.
• Ability to establish and maintain effective working relationships with both external and internal contacts.
• 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).
• Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
• 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 to the satisfaction of the employer. Preferred Qualifications:

• At least two years of experience of providing administrative support to technical staff duties to include: proofreading technical reports, file management and process improvement to increase efficiencies.
• At least two years of providing front-line customer service responding to customer inquiries face-to-face, by telephone, and in writing.
• Experience providing executive-level support, including calendar management, meeting coordination, and preparation of correspondence, reports, and presentation materials.
• Strong organizational and coordination skills, with demonstrated ability to manage competing priorities, track multiple projects, and maintain accurate digital and physical records.
• Experience with Microsoft Office 365 applications (Outlook, Teams, Word, Excel, SharePoint, PowerPoint) and comfort learning new enterprise systems such as PLUS, FOCUS, or other permitting, payroll, or records management tools or project tracking software such as SmartSheet.
• Knowledge of purchasing, timekeeping, and HR administrative processes, including procurement requests, timesheet oversight, and coordination with HR or payroll representatives.
• Strong written and verbal communication skills, with the ability to interact professionally and effectively with staff, management, and the public.
• Experience with notary duties or willingness to obtain a Notary Public Commission within six months of employment.

Physical Requirements: Ability to operate keyboard-driven equipment. Duties performed in a normal office environment. 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.

Benefits

Merit Positions:

• Medical/Vision/Dental Insurance Coverage
• Group Term Life Insurance
• Long Term Disability
• LiveWell Program
• Flexible Spending Programs
• Paid Leave (annual, sick, parental, volunteer activity, and more!)
• Paid Holidays
• Contributory Retirement Plan
• Deferred Compensation
• Employee Assistance Program
• Employees' Child Care Center
• Continuous Learning Opportunities

Non-Merit Positions:

1. Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.

• Medical/Vision/Dental Insurance Coverage
• Flexible Spending Program
• Deferred Compensation

• Temporary: scheduled to work a maximum of 900 hours in a calendar year.

• No benefits