Administrative Assistant V - CSB Executive Director's Office

The CSB is a mission-oriented agency that provides services to individuals with mental health, substance use, and developmental disabilities. Serves as the executive assistant to the Executive Director of the Fairfax-Falls Church Community Services Board (CSB), providing essential support to ensure efficient and effective operations of the CSB's administrative functions and executive leadership team.

Directs the coordination of administrative processes and procedures within the administrative leadership suite. Provides and assists with the following:

• Development and implementation of CSB-wide administration policies, procedures, work processes, and activities;
• Effective coordination and communication across the CSB;
• Efficient management of CSB central services unit (CSU) administrative workflow; and
• Direct supervision, training and mentoring of administrative support positions assigned to CSB administration building.

(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.

• Analyzes data and develops budget recommendations and projections for unit;
• Administers several complex funds, projects, contracts and/or grants;
• Processes journal and/or budget entries (e.g., change orders, accruals).

• Performs duties requiring entry level professional knowledge of basic accounting principles;
• Reconciles and monitors unit's accounting processes;
• Resolves non-routine and complex problems.

• 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.

• 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.

• 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;
• Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;
• 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.

• 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.

• 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).

• Responsible for and determines administrative procedures.

• 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.

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

• Trains staff in use of agency information systems/software;
• Researches & selects hardware/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 knowledge.

• Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.

• 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.

(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.

• Basic math skills.

• Intermediate skills in the use of applicable Microsoft Office Suite software;
• Intermediate skills in the use of agency specific software applications.

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

• Ability to gather, integrate, and analyze complex data.

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

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.

• Ability to perform all human Capital Management Enterprise Resource Planning system functions.

MINIMUM QUALIFICATIONS:
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, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire.
• This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

• Five plus years of experience supporting executive level staff and managing executive's schedule, preparing communications as well as screening and prioritizing workflow.
• At least three years of supervisory experience.
• Experience using and advanced skill in use of Microsoft Office applications and SharePoint.
• Experience maintaining confidentiality, interpreting policies and procedures, analyzing situations, setting priorities, conducting research, and communicating accurate information.
• Excellent interpersonal skills, including the ability to work with people of diverse backgrounds.