Communications Assistant (Administrative Assistant V)

Works independently after being given instructions for tasks and projects on a weekly basis. Some supervision is provided on a weekly basis. Prepares written and oral documents; proofreads and edits documents and internal material; and manages photography. Complies with current county internet policies to assist in updating and maintaining documents that are used on the Retirement Systems website. Executes details of projects which include planning and conducting special events and training opportunities for Retirement Systems Board members and county employees. Coordinates monthly Board of Trustee (BOT) meetings including using Diligent software to navigate the process, takes meeting minutes, and follows up with action items after meetings. Develops and prepares reports. Maintains a thorough knowledge and understanding of the three Fairfax County Retirement Systems. Utilizes the Retirement Systems pension software to review member records and answer member questions. Uses Employee U to assist in managing class offerings, enrollments, and completion status. Presents training classes using Microsoft Teams and in person. Assists in coordinating BOT elections. Updates BOT meeting dates on the county public meetings calendar and on the RS website. Creates and maintains signage throughout the Retirement office including BOT times and door and wall signs directed at visitors. Orders and sets up meals and/or refreshments as needed for BOT meetings. Supports Membership Services and Retiree Services by updating forms, tip sheets, and the website with requested information. Maintains current, accurate contact list of all BOT members. Manages receptionist staff of two Administrative Assistant III positions.

Functional areas: general administration, executive administrative support, retirement, information systems, and/or communications.

(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 in the position job description.)

General Financial Duties
Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;
Determines, modifies, and implements administrative policies, procedures and methods to improve office practices;
Designs and uses spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and high value equipment;
Coordinates the purchase of non-standard items (e.g., purchases requiring coordination with other departments, multi-fund purchases, and/or biohazardous material acquisition);
Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;

General Executive Assistance
Provides advice and counsel to members of the executive/work unit head's functional area;
Exercises discretion in administrative policy interpretation;
Resolves a wide variety of operational problems requiring sound judgment.
Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;
Recommends exceptions to administrative policies that are subject to review.

Scheduling & Coordinating for Others
Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
Makes all arrangements required by visitors regarding catering or supplies;
Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;
Explains and interprets policies as they apply to unique situations with potential legal and safety implications;
Researches, coordinates, and provides information to others including citizens, executive/work unit head, and/or BOS members/staff;
Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.

Office Management
Supervises several dissimilar or specialized functions each with unique training requirements;
Devises procedures for complex or specialized functions;
Anticipates and develops procedures/tools to prevent problems; solves unusual problems;
Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications;
Analyzes short and long-range administrative needs such as space, staffing of functional area).

General Administrative
Responsible for and determines administrative procedures.

Receptionist/Public Contact
Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action;
Recommends procedural changes;
Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.

Word Processing/Typing
Supervises word processing staff including training of staff;
Edits for style, format, and/or layout.

Information Systems/Software
Trains staff in use of agency information systems/software;
Creates complex spreadsheets for department;
Operates/manages complex databases & other software using advanced functions;
Diagnoses and resolves hardware/software problems using substantive computer/software

Personnel
Researches and recommends solutions to non-routine/one-of-a-kind problems;
Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);
Works with hiring manager to coordinate appointment and review process;
Reviews class specifications and recommends requested job classification;
Develops administrative HR-related procedures for agency.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.

Executive Assistance
Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
Ability to maintain confidentiality and be sensitive to political issues.
Knowledge and sensitivity to issues, priorities, protocol, etc.

Math Skills
Basic math skills.

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 communicate well through written and oral means;
Ability to speak in front of a group.

Information Abilities
Ability to gather, integrate, and analyze complex data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

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 four 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. Due to the nature of the responsibilities associated with the position, this position has non-standard working hours that may include working occasional early morning and evening hours as well as occasional overtime.

PREFERRED QUALIFICATIONS:

• Experience with and intermediate skills in using Microsoft Office software - specifically, Word, Excel, PowerPoint, and Outlook.
• Basic experience using Adobe Photoshop, lnDesign, and Diligent Boards software, and willingness to expand that knowledge.
• Three or more years of customer service and problem-solving experience
• Three of more years preparing agendas and taking notes for meetings involving staff, elected officials or community representatives.
• Five or more years of supervisory experience.
• Intermediate experience with pension software, Employee U, Foxit, and Adobe Acrobat.
• Excellent oral and written communication skills, including great attention to detail, proofreading, and following directions.
• Ability to exercise tact, discretion, initiative, and independent judgment,
• 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.

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 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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