Chief Executive Assistant (Administrative Assistant V) ID-6835
Job Announcement
Reston Community Center (RCC) seeks an effective and detail-oriented individual with excellent communication skills to provide executive level support to the agency’s Board of Governors, Executive Director, and Deputy Director. The successful candidate will be managing administrative function areas for the board and agency leadership, as well as providing significant support to the agency’s communications team, accreditation processes, and finance and human resources activities.
This position performs in the assigned functional areas of general administrative support or office administration, executive administrative assistance, and/or communications.
Illustrative Duties
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(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
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.
Fiscal Administration
Analyzes data and develops budget recommendations and projections for unit;
Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and high value equipment;
Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;
Acquires insurance via county Risk Management.
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
Supervises or handles the most complex, non-routine activities where consequence of error is high;
Coordinates all logistic activities for visits by external groups;
Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
Verifies travel arrangements made by visitors (e.g., travel to/from hotel);
Makes all arrangements required by visitors regarding catering or supplies;
Negotiates prices for goods and services required at meetings;
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;
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
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.
Reports
Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.
Personnel
Supervises all personnel administrative functions for the department;
Reviews new departmental policies for HR implications and recommends and implements administrative changes;
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.
Required 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 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.
Personnel and Payroll
Ability to perform all human Capital Management Enterprise Resource Planning system functions.
Employment Standards
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")
Any combination of education, 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 and child protective services check to the satisfaction of the employer.
PREFERRED QUALIFICATIONS:
- At least five years of administrative assistance experience supporting executive and/or board level staff.
- Excellent verbal communication skills and advanced proficiency in written communications.
- Experience supporting government or non-profit board operations.
- Experience with the following administrative duties: meeting and travel planning and logistics; creating organizing, and implementing financial procedures, including purchasing; creating and executing a budget; creating and maintaining official organization documents, including meeting minutes, agency correspondences and reports; editing and publishing electronic newsletters.
- Proficiency with Microsoft Office Suite.
- Bachelor's degree in English, Communications, Public Administration, Journalism or related fields.
PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature; must be able to read computer screens and provide meeting arrangements support. Ability to lift up to 10 lbs. is needed. All duties performed with or without reasonable accommodations.
SELECTION PROCEDURE:
Panel interview and may include a practical exercise.
The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home ( Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to 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 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.
