Administrative Assistant II

Overview

This position works within the Child Care Assistance and Referral program located in the Pennino Building in Fairfax. Performs administrative support for the CCAR call center. Responds to general inquiries, such as program information, eligibility, and income guidelines. Forwards calls to appropriate staff. Tracks all incoming correspondence to include client applications and vendor billing. Performs data entry by logging correspondence information into an automated system.

Assists in the timely processing of portal applications and vendor billing by immediately disseminating documents/mail/faxes to appropriate staff. Ability to complete tasks in a related sequence using Outlook and other online databases with accuracy and completeness. Ability to establish and maintain effective working relationships, communicate orally and in writing. Ability to review documents received and use scanning software to scan, store and retrieve documents.

Assists staff with specific routine case management services such as maintaining the VDSS application portal and processing portal applications for child care subsidy, along with other administrative duties as assigned. Staffs the internal and public facing reception areas serving the public face to face.

Note: The functional areas of this position are general administrative assistance, human services, and/or customer service in a public reception environment.

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.

• Purchasing:
  Verifies requests for goods and services against county contracts and funding sources; orders goods or services and follows up/resolves discrepancies and ensures delivery; authorizes requests for goods and services in corporate systems; ensures appropriate routing and approval of purchase requests.
• Scheduling & Coordinating for Others:
  Maintains calendar(s); schedules meetings; makes and cancels appointments; schedules rooms for classes, meetings, conferences, etc.; coordinates audiovisual, training equipment, refreshment requests; sets up schedules for internal administrative staff to ensure they are available to meet changing work needs.
• Communication:
  Composes routine correspondence on behalf of the executive/work unit head.
• Office Management:
  Provides administrative support and implements procedures; establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head; trains and orients new employees; provides and explains relevant policies and procedures.
• General Administrative:
  Composes routine correspondence on behalf of the executive/work unit head.
• Receptionist/Public Contact:
  Schedules appointments; explains departmental policy/procedure but does not interpret them; responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.
• Word Processing/Typing:
  Keys/types complex documents (e.g., technical); proofs spelling and grammar; uses multiple software packages to prepare equations, statistics, tables and/or presentations; compiles reports from edited drafts; uses macros and templates developed by others.
• Information Systems/Software:
  Performs data entry with some knowledge of department/work unit/program; manipulates screens for additional entries; generates routine reports; creates simple spreadsheets; maintains databases.
• Reports:
  Compiles routine factual/numerical reports using readily available information.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
• Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
• Word Processing/Typing:
  Basic skills in the use of Microsoft…