Communications Assistant (Administrative Associate)

Job AnnouncementServes as the primary backup to the Board Support and Training Manager and supervises a three-person team of Board Support and Training (formerly Communications) staff. Prepares written documents and provides oral presentations covering educational materials for Fairfax County employees pertaining to retirement benefits. Complies with county policies to assist in updating and maintaining documents that are used on the Fairfax County Retirement Systems (FCRS) website. Executes projects that include planning and conducting special events and training opportunities for Retirement Systems Board members and county employees. Coordinates monthly Board of Trustees (BOT) meetings, including agendas and Board materials, utilizing Diligent Board software; takes meeting minutes and follows up on action items. Occasionally performs historical research related to Board items. Responsible for Human Resources (HR) Manager duties for the agency, including disciplinary action tracking and enforcement, and receives general support from an internal HR liaison. Develops and prepares reports, analyses, and action items pertaining to agency communications. Maintains a thorough knowledge and understanding of the three Retirement Systems, namely Employees' Retirement System (ERS), Police Officers Retirement System (PORS), and Uniformed Retirement System (URS). Uses FCRS pension software to review member records and answer member questions. Uses EmployeeU to assist in managing class offerings, enrollments, and completion status. Assists in coordinating BOT elections. Updates BOT meeting dates on the County public meetings calendar and on the FCRS website. Creates and maintains signage throughout the Retirement office (including BOT meeting times, door signs, and other informational items for visitors). Orders and sets up meals and/or refreshments as needed for BOT meetings. The successful candidate will have excellent oral and written communication skills, including great attention to detail, proofreading skills, and the ability to follow directions, along with the ability to exercise tact, discretion, initiative, and independent judgment. Assigned functional areas: executive administrative support, retirement, information systems, communicationsIllustrative 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 on the position description.)General Financial DutiesFiscal AdministrationAccountingPurchasingGeneral Executive AssistanceScheduling & CoordinatingCommunicationOffice ManagementInformation Systems/SoftwareReportsPayrollPersonnelRequired 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 the organization's professional objectives and activities and in-depth knowledge of the assigned functional area(s). Math Skills Ability to understand basic statistical concepts. 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 write concise and understandable appropriate documents. Information Ability to independently gather, integrate, and analyze complex data. Interpersonal Abilities Ability to establish and maintain effective working relationships with both external and internal contacts. Purchasing and Accounting Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least 10 functions. Personnel and Payroll Ability to trouble shoot Human Capital Management Enterprise Resource Planning system problems.Employment StandardsMINIMUM QUALIFICATIONS: Any combination of education, experience and training equivalent to an associate degree and five 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 :Experience with and intermediate skills in using Microsoft Office software - specifically, Word, Excel, PowerPoint, and Outlook.Basic experience using Adobe Acrobat, Photoshop, and lnDesign, and willingness to expand that knowledge.Three or more years of customer service and problem-solving experienceThree of more years preparing agendas and taking notes for meetings involving staff, elected officials or community representatives.Three or more years of supervisory experience.Intermediate experience with pension software, EmployeeU, Foxit, and Adobe Acrobat.Experience with project management support, including the ability to set priorities, manage multiple tasks with different deadlines, and organize time efficiently.Experience working independently with limited direction but also working as a team player on projects and training opportunities with supervisor and other agency employees.PHYSICAL REQUIREMENTS : Ability to input, access, and retrieve information from a computer. Ability to lift up to 30 lbs. All duties performed with or without reasonable accommodations. Extended periods of standing may be required when conducting training and giving presentations (up to 4 hours/day). All duties performed with or without reasonable accommodations. SELECTION PROCEDURE: Panel Interview and may include a practical 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.BenefitsMerit PositionsFairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:Medical/Vision/Dental Insurance CoverageGroup Term Life InsuranceLong Term DisabilityLiveWell ProgramFlexible Spending ProgramsPaid Leave (annual, sick, parental, volunteer activity, and more!)Paid HolidaysContributory Retirement PlanDeferred CompensationEmployee Assistance ProgramEmployees' Child Care CenterContinuous Learning OpportunitiesPlease click here (Download PDF reader) for a summary of our benefits. NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: Public Service Loan Forgiveness | Federal Student AidFor additional details please visit the County's benefits webpage.Non-Merit PositionsNon-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 CoverageFlexible Spending ProgramDeferred CompensationTemporary: scheduled to work a maximum of 900 hours in a calendar year. No benefits