What are the responsibilities and job description for the Administrative Assistant IV position at Fairfax County?
JOB
As part of the Mission Support Division, this position supports the assistant coordinator of technical services. The Technical Services Division includes an assistant coordinator, a program manager, and an IT specialist. The team works to ensure that staff, facilities, tools, and resources are fully prepared to support the mission of emergency management within Fairfax County.Plays a key role in facilitating the operations of the Emergency Operations Center (EOC) and Alternate Emergency Operations Center (AEOC) between activations. This includes assisting with data collection, coordinating EOC operations, and managing various technical and logistical needs.Key responsibilities include: Assisting with the upkeep and readiness of EOC and AEOC facilities, including maintaining an inventory of equipment such as computers, audio/visual systems, phones, printers, and other essential resources.Supporting the management and functionality of critical platforms such as WebEOC, a crisis information management tool, and Everbridge, Fairfax County's public alert and warning platform.Coordinating data collection and reporting to ensure accurate and timely information for operational and historical purposes.Assisting with managing inventory records and with annual audits to ensure compliance with asset tracking and inventory management standards.Assisting with updates and maintenance of internal and external websites, communication platforms, and user devices such as computers and phones.Supporting public and employee alerting systems, including Fairfax Alerts, Employee Alert Network (EAN), keyword text alerts, and communications.Supporting the Department Coordinator with scheduling meetings, note taking and general administrative functions.Also works closely with team members to ensure the seamless coordination of resources, tools, and information required to operate the EOC and broader emergency management activities effectively. This role requires strong organizational, communication, and data management skills, along with the ability to adapt to dynamic and time-sensitive situations.This position is classified as Emergency Service Personnel which may require additional work schedule requirements: Emergency Operation Center (EOC) activations may require 12 hour or longer shifts which will include evenings, weekends and holidays. The employee may be required to report to work regardless of the emergency situation.Note: The assigned functional areas for this position include general administrative assistance, emergency management, facilities management, customer service and/or office management.
EXAMPLE OF DUTIES
(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 DutiesRecommends changes to agency/work unit administrative policies, procedures and methods;Uses existing spreadsheets and databases to interpret and organize resource information;Provides customized reports to analysts or others in the unit.Fiscal AdministrationApproves and authorizes accounts through corporate system;Monitors external accounts and resolves discrepancies;Reviews and reconciles status reports.PurchasingResearches and recommends equipment/vendors and prices;Determines substitutes for supplies and low value equipment;Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;Authorizes requests for goods and services in corporate system;Monitors contract compliance (e.g., expirations, payment terms, costs);Scheduling & Coordinating for othersManages supervisor's calendar which may require negotiating time and place;Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;Independently makes and cancels meetings depending on the subject and attendees;Determines what confidential information can be disseminated and to whom;Arranges for special room or equipment needs and/or multiple locations & individuals;Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.CommunicationIndependently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;Coordinates data collection and provides information to others including executive/work unit head;Explains policies of the functional area (e.g., purchasing, travel, and leave).Office ManagementPerforms/supervises several administrative functions (e.g., records management, reception);Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);General AdministrativeDevelops filing systems (paper and/or electronic);Develops internal mailing processes and procedures;Prepares non-routine responses to correspondence;May supervise general administrative functions.Receptionist/Public ContactOversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.Word Processing/TypingDevelops macros;Serves as unit expert or lead over other clerical/administrative positions.Information Systems/SoftwareDevelops macros;Creates and maintains databases;Generates unique reports;Creates complex spreadsheets for work unit;Diagnoses and resolves simple software/hardware problems;Maintains Web pages;Designs and lays out publications using specialized software packages;May supervise.ReportsPrepares routine reports and statistics based on information compiled from various sources;Determines report format and elements.
SUPPLEMENTAL INFORMATION
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).PREFERRED QUALIFICATIONS: Knowledge of county FOCUS systemStrong writing and editing skillsGeneral knowledge of basic financial functionsStrong working knowledge of Microsoft Office SoftwareNECESSARY 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. CERTIFICATES AND LICENSES REQUIRED: Incident Command System (ICS) 100 (Required within 12 months)Incident Command System (ICS) 200 (Required within 12 months)Incident Command System (ICS) 700 (Required within 12 months)Incident Command System (ICS) 800 (Required within 12 months)PHYSICAL REQUIREMENTS: Position maybe required to on occasion to move or lift up to 25 lbs. (boxes, file, etc.), must be able to speak articulately in person and on the phone, work long periods at desk; walk over rough terrain on occasion; fully participate as required as a civilian member of an emergency response organization. All duties may be performed with or without reasonable accommodations. SELECTION PROCEDURE: Panel interview and may include 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY. #LI-SP1
As part of the Mission Support Division, this position supports the assistant coordinator of technical services. The Technical Services Division includes an assistant coordinator, a program manager, and an IT specialist. The team works to ensure that staff, facilities, tools, and resources are fully prepared to support the mission of emergency management within Fairfax County.Plays a key role in facilitating the operations of the Emergency Operations Center (EOC) and Alternate Emergency Operations Center (AEOC) between activations. This includes assisting with data collection, coordinating EOC operations, and managing various technical and logistical needs.Key responsibilities include: Assisting with the upkeep and readiness of EOC and AEOC facilities, including maintaining an inventory of equipment such as computers, audio/visual systems, phones, printers, and other essential resources.Supporting the management and functionality of critical platforms such as WebEOC, a crisis information management tool, and Everbridge, Fairfax County's public alert and warning platform.Coordinating data collection and reporting to ensure accurate and timely information for operational and historical purposes.Assisting with managing inventory records and with annual audits to ensure compliance with asset tracking and inventory management standards.Assisting with updates and maintenance of internal and external websites, communication platforms, and user devices such as computers and phones.Supporting public and employee alerting systems, including Fairfax Alerts, Employee Alert Network (EAN), keyword text alerts, and communications.Supporting the Department Coordinator with scheduling meetings, note taking and general administrative functions.Also works closely with team members to ensure the seamless coordination of resources, tools, and information required to operate the EOC and broader emergency management activities effectively. This role requires strong organizational, communication, and data management skills, along with the ability to adapt to dynamic and time-sensitive situations.This position is classified as Emergency Service Personnel which may require additional work schedule requirements: Emergency Operation Center (EOC) activations may require 12 hour or longer shifts which will include evenings, weekends and holidays. The employee may be required to report to work regardless of the emergency situation.Note: The assigned functional areas for this position include general administrative assistance, emergency management, facilities management, customer service and/or office management.
EXAMPLE OF DUTIES
(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 DutiesRecommends changes to agency/work unit administrative policies, procedures and methods;Uses existing spreadsheets and databases to interpret and organize resource information;Provides customized reports to analysts or others in the unit.Fiscal AdministrationApproves and authorizes accounts through corporate system;Monitors external accounts and resolves discrepancies;Reviews and reconciles status reports.PurchasingResearches and recommends equipment/vendors and prices;Determines substitutes for supplies and low value equipment;Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;Authorizes requests for goods and services in corporate system;Monitors contract compliance (e.g., expirations, payment terms, costs);Scheduling & Coordinating for othersManages supervisor's calendar which may require negotiating time and place;Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;Independently makes and cancels meetings depending on the subject and attendees;Determines what confidential information can be disseminated and to whom;Arranges for special room or equipment needs and/or multiple locations & individuals;Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.CommunicationIndependently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;Coordinates data collection and provides information to others including executive/work unit head;Explains policies of the functional area (e.g., purchasing, travel, and leave).Office ManagementPerforms/supervises several administrative functions (e.g., records management, reception);Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);General AdministrativeDevelops filing systems (paper and/or electronic);Develops internal mailing processes and procedures;Prepares non-routine responses to correspondence;May supervise general administrative functions.Receptionist/Public ContactOversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.Word Processing/TypingDevelops macros;Serves as unit expert or lead over other clerical/administrative positions.Information Systems/SoftwareDevelops macros;Creates and maintains databases;Generates unique reports;Creates complex spreadsheets for work unit;Diagnoses and resolves simple software/hardware problems;Maintains Web pages;Designs and lays out publications using specialized software packages;May supervise.ReportsPrepares routine reports and statistics based on information compiled from various sources;Determines report format and elements.
SUPPLEMENTAL INFORMATION
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).PREFERRED QUALIFICATIONS: Knowledge of county FOCUS systemStrong writing and editing skillsGeneral knowledge of basic financial functionsStrong working knowledge of Microsoft Office SoftwareNECESSARY 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. CERTIFICATES AND LICENSES REQUIRED: Incident Command System (ICS) 100 (Required within 12 months)Incident Command System (ICS) 200 (Required within 12 months)Incident Command System (ICS) 700 (Required within 12 months)Incident Command System (ICS) 800 (Required within 12 months)PHYSICAL REQUIREMENTS: Position maybe required to on occasion to move or lift up to 25 lbs. (boxes, file, etc.), must be able to speak articulately in person and on the phone, work long periods at desk; walk over rough terrain on occasion; fully participate as required as a civilian member of an emergency response organization. All duties may be performed with or without reasonable accommodations. SELECTION PROCEDURE: Panel interview and may include 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY. #LI-SP1
