Administrative Assistant V - Real Estate Development and Finance

Make a difference - join our team to empower communities and build futures!

The Fairfax County Department of Housing and Community Development works in partnership with the Redevelopment and Housing Authority to serve the people of Fairfax County by creating housing opportunities to promote inclusive and thriving communities. Help make our vision of a community everyone can afford to call home a reality!

HCD is seeking a highly organized and self-led teammate to provide executive support for the Deputy Director, Real Estate Development and Finance and administrative support for the Capital Planning and Development Division, and the Planning and Inclusionary Housing Division. The ideal candidate will have a passion for the agency's mission, an interest in affordable housing development, and experience in field(s) related to this subject area.

The individual in this role provides executive level administrative support to the deputy director and as needed, senior staff within Real Estate, Finance and Development, to include file management, scheduling of meetings, preparation of interview packages, and routing, drafting of correspondence and agenda items, and office management tasks such as supply order management, calendar management for standing meetings and deadlines. More specifically, the duties include:

• Schedules meeting times among multiple parties, with external stakeholders (developer, lenders, non-profits, officials, etc.), reserves conference rooms, sets up equipment, prepares minutes, and procures refreshments, as needed.
• Provides administrative support to executive meetings; develops distribute agendas; prepares minutes; tracks action items and assures sensitive item follow-up.
• Coordinates submission of items to the Fairfax County Redevelopment and Housing Authority (FCRHA) Board and Board of Supervisors (Board)
• Provides administrative support, as needed, to support development team outreach and engagement events.
• Manages communications received in general program inbox(es), including meeting requests, status updates and appropriate staff referrals. Responds to inquiries from external stakeholders (citizens, developers, lenders, attorneys etc.), county staff and others.
• Serves as the lead within the supported divisions for filing and archiving documents, ensuring confidentiality of data and that files/records are maintained in an orderly fashion and in accordance with federal, state and county regulations
• Supports the administrative needs of housing-focused boards, authorities and commissions, such as the Affordable Housing Advisory Council (AHAC)
• Oversees the division's day-to-day AP or P-card payments, purchase orders, or similar operational transactions, including travel planning and approvals.
• Assists in drafting and routing of memorandums, letters and other correspondence. Reviews and checks documents for correct format, consistency and compliance with policy and procedure.
• Creates reports and presentations to include graphics and financial data.
• Routinely interacts with county elected officials, federal and state officials, and high-level county staff.
• Serves as a FOCUS timekeeper for the department and occasional back-up to other agency administrative staff.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
None.

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 providing administrative support to executive level or senior manager level staff
• Experience working in a fast-paced environment supporting fields such as real estate development, affordable housing, planning and zoning, finance and lending, engineering or architecture, or other similarly aligned fields.
• Ability to manage multiple schedules and anticipate administrative needs of Deputy Director and team, including making complex scheduling arrangements involving multiple parties.
• Experience developing and maintaining filing systems
• Experience auditing record management procedures
• Advanced skills using Microsoft Word, Excel, Outlook and PowerPoint
• Proven ability to efficiently prioritize workload and adhere to deadlines.
• Ability to clearly communicate verbally and in writing, including independent composition of correspondence for Deputy and Division Director signature
• Ability to prepare and edit concise and visually clear presentations, utilizing graphics and data.
• Experience analyzing administrative needs of a unit, reviewing administrative procedures and training staff on procedures.