Administrative Assistant III

Are you a collaborative team player, committed to managing and maintaining positive relationships, division partnerships, and conflict resolution to realize division goals. Supports a collaborative high performing team responsible for the acquisition and management of architectural and engineering professional services. The position is tasked with a variety of administrative duties on behalf of the Stormwater Planning division staff.

DPWES is a diverse, nationally accredited and award-winning public works agency with approximately 1,000 employees providing stormwater, solid waste, capital facility development, wastewater, urban forestry, and land acquisition management services for the most populous county in Virginia. Join our team to help us protect the environment and serve the people of Fairfax County by creating and preserving a sustainable community that is an ideal place to live, work, and play for everyone.

Fairfax County Government is committed to our employees, and offers comprehensive benefits, including a defined-benefit retirement plan; medical, life and disability insurance; paid leave; tuition reimbursement; and reasonable accommodations for individuals with disabilities. Through our LiveWell Program and the County Benefits Division, we endeavor to cultivate a culture of wellbeing that empowers, educates and engages employees and retirees to make life-long choices that promote a holistic approach to their physical, mental, emotional, social, spiritual and financial wellness. Please review our awesome benefits:

• Benefits
• Retirement

• Creates, edits and proofreads correspondence, including memos, reports, board packages and budget reports.
• Develops spreadsheets and presentations. Reviews and formats clerical work for proper format, grammar, punctuation, spelling, completeness and accuracy. Logs correspondence in the county's Dynamics system and provides documentation quality control review.
• Provides contract task order file management and consultant verification through the System for Award Management for debarred consultants.
• Maintains and manages agency action item list of outstanding and pending work. Maintains pending, holding and reading correspondence files. Prepares and forwards correspondence and packages for mailing, including mass mailing as requested by staff. May use the internet and accessible county records to perform required research.
• Emergency Management Support: Prepares and distributes emergency bags to staff in support of scheduled emergency on-call list assignments. Maintains emergency bags and replaces required supplies as needed. Update maps and required emergency management documentation as required by the Emergency Management Specialist.
• Responds to telephone inquiries from county personnel and the public, referring calls to appropriate division, agency or staff. Interfaces with customers, stakeholders and members of the community on daily basis.
• Uses computers and advanced functions of software programs such as Microsoft Word, Excel, Outlook, and Teams proficiently for spreadsheets, presentations, and to develop, maintain and disseminate documents and reports and meeting scheduling,
• Handles frequent local and out-of-state travel arrangements for staff. Works with finance to meet travel guidelines for Fairfax County' travel approval.
• Serves as back-up floor monitor for the division. Administrative coordinator for monthly office supplies for Stormwater staff as needed; and reconcile and process resulting invoicing for purchased office supplies.
• Responds to staff and customers' inquiries and provides and explains relevant policies and procedures.
• Schedules rooms for classes, meetings, conferences, etc. Uses spreadsheets or databases to organize information and produce standard reports.
• Orders goods or services and ensures appropriate routing and approval of purchase requests. Reconciles receipts for purchasing card orders and office supplies.
• May be required to perform other related duties as assigned.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, 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:
A valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and driving record check to the satisfaction of the employer.

This position is considered essential personnel for purposes of continuity of operations and may be required to respond during inclement weather or emergency situations.

PREFERRED QUALIFICATIONS:

• Two years of experience providing customer service.
• One year working with travel arrangements.
• One year of experience working with the public in an office setting.
• Two years of experience utilizing and operating office equipment such as answering a multi-line telephone system, scanners, printers, copiers, fax machines,
• Experience with managing multiple tasks at one time, providing shared support to a management team consisting of five or more people, and archiving files.
• Proficiency with Microsoft Word and Excel
• Experience working with Fairfax County's FOCUS/SAP Financial system.
• Ability to establish and maintain effective working relationships with both external and internal contacts.