Administrative Assistant IV

Fairfax County Government - Fairfax, VA4.2

Full-time
Performs administrative tasks and duties for the Community Education and Provider Services Division within the Office for Children, Department of Family Services. Manages a caseload of family child care providers. Verifies and validates applicant information and home inspection data. Issues facility permits annually and tracks provider compliance. Registers and tracks mandated provider training and certifications. Updates provider resource and referral information on the county's website. Interprets family child care regulations in order to provide technical assistance and ensure compliance. Submits Child Protective Services request forms for compliance and assists in all other background check processes including national fingerprint background check and out of state central registry searches as appropriate. Communicates and notifies providers of permit status and serves as the single point of contact for providers within a specific geographic area. Produces monthly reports, conducts caseload reviews, tracks statistics and prepares productivity reports for managers as needed. Manages a caseload of family child care providers for the USDA Child and Adult Care Food Program. Understands and interprets CACFP regulations in order to provide technical assistance and ensure compliance. Determines eligibility for provider's participation in CACFP and other OFC programs as applicable. Processes CACFP records, collects, compiles and submits payment information for monthly reimbursement. Communicates and notifies providers of CACFP status and discrepancies.
Maintains accurate data for provider information in all applicable division databases including CCMS, Minute Menu, IFEL. Conducts orientation trainings for permit and CACFP, assists and presents in other training events as needed. Performs as a team member on self-directed teams, participates in team and program workgroups as needed, participates in division community events as needed. This positions works under the supervision of a Child Care Specialist III.

Note: The functional areas of this position are general administrative support , financial support, accounting support, office management, and information systems/software (database) support.

Illustrative Duties
General Financial Duties
Reviews and approves disbursement forms;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Fiscal Administration
Reviews and reconciles status reports.

Accounting
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Scheduling & Coordinating for others
Determines what confidential information can be disseminated and to whom;

Communication
Independently 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 Management
Performs/supervises several administrative functions (e.g., records management, reception);
Notifies relevant individuals of work progress and inquires as to its status.

General Administrative
Develops 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 Contact
Oversees 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.

Information Systems/Software
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

Required Knowledge Skills and Abilities
Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

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.

Information Abilities
Ability to gather, integrate, and analyze simple data.

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

Employment Standards

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).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
Completion of some college courses. Bilingual in English and Spanish. Experience providing administrative support in a human services environment. Experience working with multiple databases and working with family child care providers. Proficient in using MS Office Suite applications (i.e., MS Word and Excel).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check and Child Protective Services Registry check.

PHYSICAL REQUIREMENTS:
Ability to use automated technology. Sufficiently mobile to attend meetings, training and community events all throughout the county. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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. EEO/AA/TTY.