Goverment Jobs
Published
March 16, 2019
Location
Woodbridge, Virginia
Category
Job Type

Description

Introduction

Have a passion for public service and technology but not sure where to start? Do you live for the opportunity to make a difference in your community? Do you enjoy having fun at work while working on things that really matter to a workforce and a community both? If so, your future awaits you in Prince William County, at the Department of Information Technology. We need a new team member who can bring enthusiasm, intensity and genuine passion for service to a fast-moving technology team.

Come join our team and be a part of something special in government. We are a team of friendly colleagues who value hard work, fresh perspectives, professional integrity, interpersonal skills, technical prowess, and leadership at all levels. We are looking for a new Administrative Support Coordinator who can help us reach our full potential while we help you do the same in a friendly and focused work environment.

Our Administrative Support Coordinator will be the face and the personality of our Department as they greet our visitors, support our executive team, organize the office, help us automate processes, plan events, and work with staff and other executives across the department and the County. We will offer you the chance to apply your creativity and technical aptitude to help us find new ways of using technology around the executive office.

This is government at the speed of private industry. It is also your chance to be part of something rare and special in the public service arena. What are you waiting for?

PREFERRED SKILLS:
A People skills; outgoing, enthusiastic, Communication/Interpersonal/Professional/Comportment/Mature style and interaction with staff
B. Support of executives; truly understand what busy executive leaders need for support
C. Experience with process improvement
D. Able to use technology quickly and efficiently; experience with Microsoft Office, SharePoint, and publishing tools

STARTING ENTRY SALARY: $48,825.00 - $61,795.50

SPECIAL REQUIREMENTS: Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities

The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION OF WORK:

Performs difficult administrative work in providing office support coordination
Work is performed under general supervision of the Department Director or designee. Supervision may be exercised over subordinate assigned clerical, administrative support and/or accounting support personnel.

Distinguishing CHARACTERISTICS:

This level is characterized by performance of administrative duties for which skill in integration and coordination of several dissimilar administrative services is required; the focus of the position is on coordinating office support for a department, division, or administrative office, or for the head of a department, division, or administrative office; position may be supervisory.

Positions classified at this level can vary in nature based upon the Know-how, Problem Solving & Accountability required of the position, examples below:
1) Incumbent has supervisory responsibility for employees performing several dissimilar functions, determines staff needs and is accountable for results produced. (i.e. dissimilar - payroll, billing, & answering phones)
OR
2) Incumbent has independent responsibility for a narrow scope of duties with high County-wide accountability requiring the determination of appropriateness of actions. (i.e. specialized work in the Office of County Executive or County Attorney)
OR
3) Incumbent has independent responsibility for a broad scope of similar and dissimilar duties with regular County-wide accountability requiring the determination of appropriateness of actions. (i.e. broad similar and dissimilar duties for a large department)
OR
4) Incumbent has independent responsibility requiring the determination of appropriateness of actions for work that is often project oriented involving full scope of activities and accountability from planning, initiation, execution, and coordination to implementation and evaluation.

TYPICAL TASKS:

General Functions:
Plans for or coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, or security services;
Arrange for necessary maintenance or repair work;
Schedules and coordinates for others;
Manages supervisor's calendar which may require negotiating time and place;
Arranges complex scheduling involving multiple 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 and individuals;
Coordinates domestic and foreign travel arrangements for executive/division head and staff;
Participates in the planning and coordination of national and international meetings;
Manages the calendar of the executive/division head with authority to make commitments of time and to distinguish priorities;
Establishes and maintains filing systems and office procedures;
Drafts non-routine responses to correspondence;
Prepares meeting minutes, reports and budgetary materials;
Provides information to the public or directs request to appropriate department;
Coordinates data collection and provides information to others including executive/division head;
Coordinates office/department website content and maintenance;
Composes a variety of documents, legal pleadings, technical and statistical reports, where format and presentation is of the utmost importance;
Designs and lays out publications using specialized software packages;
Coordinates solutions to software/hardware problems;
Establishes, modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/division unit head;
Provides department orientation, training and development;
Coordinates accounts payables, receivables functions, and/or debt collection and write-offs;
Coordinates personnel and/or payroll functions;
Coordinates purchasing, ordering, and supply maintenance;
Collects information and prepares a variety of customized reports in support of Departmental functions;
Acts as the liaison between the executive/division head's functional area, other County offices, and external agencies;
May perform typical tasks reflected in lower level administrative series classifications but the majority of the work performed should be at this level.
Supervisory Functions
Supervises the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems;
Provides employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes;
Implements County or departmental policies, procedures, and service standards in conjunction with management;
Trains or instructs employees in job duties or County policies or arranges for training to be provided;
Evaluates employees' job performance and conformance to regulations and recommends appropriate personnel action;
Discuss job performance problems with employees to identify causes and issues and to work on resolving problems;
Reviews records or reports pertaining to activities to verify details, monitor work activities, or evaluate performance;
Participates in the recruiting, interviewing, and selection of employees;
Interpret and communicate work procedures and County policies to staff;
Resolve customer complaints or answer customers' questions regarding policies and procedures.

KNOWLEDGE, SKILLS AND ABILITIES:

Comprehensive knowledge of standard office procedures, systems, and terminology; comprehensive knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; comprehensive knowledge of principles and processes for providing customer service; comprehensive knowledge of computer software applications, word processing, and data entry; comprehensive knowledge of departmental policies, procedures and programs; comprehensive knowledge of purchasing policies, and procedures; general knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process; some knowledge of the principles and practices of supervision; ability to operate standard office equipment; skill in motivating, developing, and directing people as they work; ability to establish and maintain effective working relationships with others; ability to communicate effectively both orally and in writing; ability to make arithmetical calculations; ability to plan, organize, supervise and evaluate assigned subordinates staff.

Education and Experience

EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to an Associate's Degree in business administration, public administration, accounting or related, and 5-7 years clerical/administrative support experience, to include 1-2 years supervisory or lead worker experience, if position is supervisory.
An additional 2 years of experience performing work at the Administrative Support Assistant III or Administrative Support Coordinator I level may be substituted for the Associate's Degree.

Special Requirements

SPECIAL REQUIREMENTS:
May require typing skills of 50 WPM with a maximum of 3 errors.
Ability to lift and carry up to twenty (20) pound paper crates/boxes, if applicable to the position.
Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.
Fire & Rescue Requirement:
Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual's state Department of Motor Vehicles.
Department of Social Services Requirement:
According to Virginia Department of Social Services (effective January 1, 2014) and Virginia Department of Juvenile Justice Standards 6 VAC 35-140-260 (effective 2005), the following background checks may be conducted depending upon the nature of the position: reference check, local, state and national criminal record (fingerprinting), Child Protective Services record, DMV record, and credit history.
Police Requirement:
VCIN certification required to be obtained within first year of employment, if applicable to the position.

PREFERENCES:
Experience in operating police computer systems preferred, if applicable to the position.

Prince William County Governmentoffers medical plans with corresponding pharmacy and vision coverage,as well asdental plans and a supplemental vision plan.
Full-time andPart-time Prince William County Governmentemployees are eligible to participate in our plans; however, the level of benefits depends on the classification of the position, and number of hours worked.

The followingappointment types accrue no leave and are not eligible for holidays or other fringe benefits:
Temporary
Part-Time Non-Benefit Eligible (work less than 15 hours a week)
Volunteers
Seasonal employees

Click on the link below to explore our plans and rates.
Prince William County Benefits Programs
01
I understand that information provided on my application is used to determine my qualifications. Information on my resume will not substitute for the education, work experience and required fields on the County application. Only information provided at the time of the application submission will be considered when determining my qualifications. Only responses to Supplemental Questions that can be verified in my submitted education and work experience will be credited.

  • I have read, understand, and acknowledge the above statement
  • I decline to proceed any further in this process.
02
This position requires any combination of education and experience equivalent toan Associate's Degree in business administration, public administration, accounting or related, and 5-7 years clerical/administrative support experience, to include 1-2 years supervisory, if position is supervisory. Please select the option that reflects your highest level of completed education.

  • Master's Degree or higher
  • Bachelor's Degree
  • Associate's Degree
  • College courses (30 or more semester credits)
  • High School Diploma/GED
  • None of the above
03
This position requires any combination of education and experience equivalent to an Associate's Degree in business administration, public administration, accounting or related, and 5-7 years clerical/administrative support experience, to include 1-2 years supervisory, if position is supervisory. Please select the option that best reflects your experience.

  • 5 or more years of clerical/administrative support experience
  • 4 years of clerical/administrative support experience
  • 3 years of clerical/administrative support experience
  • 2 years of clerical/administrative support experience
  • 1 year of clerical/administrative support experience
  • Less than 1 year of clerical/administrative support experience
04
How many years of experience supporting one or more executives?

  • 8 or more years
  • 5 - 7 years
  • 2 - 4 years
  • Less than 2 years
05
How many years of experience managing personnel information, including payroll?

  • 8 or more years
  • 5 - 7 years
  • 3 - 4 years
  • Less than 3 years
06
Please indicate the Microsoft Office applications with which you have very strong proficiency? Check all that apply.

  • Word
  • Excel
  • PowerPoint
  • Skype
  • SharePoint
  • OneDrive
  • OneNote
07
Which of these the Microsoft Office applications do you possess only a basic level of proficiency? Check all that apply.

  • Word
  • Excel
  • PowerPoint
  • Skype
  • SharePoint
  • OneDrive
  • OneNote
08
Interacting with staff and the public are critical skills for this position and our delivery of great service. Please indicate areas in which you have experience? Check all that apply.

  • Responding to inquiries and questions by routing them through the organization
  • Handling requests from inquiry to resolution and closure
  • Using advanced interpersonal and communications skills to collaborate with others in the organization to deliver full service response to questions, inquiries, and needs for innovative resolution to business problems
  • Anticipating, planning, and documenting, and driving new methods for resolving requests for service, information, and general business problem resolutions for the main office
09
How many years of experience do you have in process improvement?

  • 7 or more years
  • 5 - 6 years
  • 3 - 4 years
  • Less than 3 years
10
How many years of experience do you have working in an administrative and/or assistant role working directly with the public?

  • 7 or more years
  • 5 - 6 years
  • 3 - 4 years
  • Less than 3 years
11
How many years of experience do you have managing administrative staff?

  • 7 or more years
  • 5 ? 6 years
  • 3 ? 4 years
  • Less than 3 years
  • Never supervised staff
12
How many years of experience do you have managing the executive administrative function?

  • 7 or more years
  • 5 ? 6 years
  • 3 ? 4 years
  • Less than 3 years
  • Never managed function

* Required Question