Office Services Manager (Administrative Assistant V)

Job Announcement

If you're an experienced Administrative Assistant V (AAV) with passion and dedication to service, we invite you to join our team. Come join the Fairfax County Health Department team and use your skills and abilities to “Protect, promote and improve the health and quality of life for all who live, work and play in our community”.
We invite you to apply to become a member of our thriving workforce, together making a difference in the health of our community! This position is independently directs and manages the day-to-day administrative support for an office in the clinic.

• Provides oversight to clinic and community based administrative support.
• Supervises personnel responsible for record management, fiscal operations, client registration, facility management and telephone/ reception functions.
• Orients new personnel and provides training updates for new procedures.
• Works in collaboration with other site/program managers to ensure quality services are provided.
• Ensures that administrative work processes are in compliance with agency policies and procedures.
• Assesses workload to ensure adequate staffing coverage, equitable distribution of the work and makes adjustments accordingly.

Illustrative 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 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.
Fiscal Administration
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).
Accounting
Performs duties requiring entry level professional knowledge of basic accounting principles;
Reconciles and monitors unit's accounting processes;
Resolves non-routine and complex problems;
Prepares wire transfers;
Performs unique accounting functions that have department-wide impact.
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;
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;
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.
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;
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.
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.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.
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).
CERTIFICATES AND LICENSES REQUIRED:

• Valid driver's license (required)
• Cardiopulmonary Resuscitation - CPR (Required within 60 days)
• AED (Required within 60 days)

• Five years or more of office management experience
• Three or more years of supervisory experience.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint) and other software such as an electronic medical records system.
• Five or more years’ experience working in a fast-paced office environment/government a plus.
• Self-motivated; team player; highly-organized; able to multi-task; excellent verbal, interpersonal and written communication skills.
• A high level of integrity and discretion in handling confidential information and professionalism in dealing with customers and colleagues is necessary.
• Position requires the candidate to work independently, manage multiple time-critical tasks at the same time, be proactive, exercise good judgment, and use critical thinking skills.
• Experience with private and/or public health insurance billing.