STARTING ENTRY SALARY: $41,632.50 - $56,160.00
Are you a skilled administrative professional who enjoys working in a fast-paced, facilities maintenance environment? Do you have a knack for attention to detail and superior organizational skills?
Are you able to maintain confidential information, effectively multitask, solve problems independently and thrive in a team environment? If so, this is the career for you! Come work for Prince William County as the Administrative Support Coordinator I.
The Administrative Unit (within the Buildings and Grounds Division) is a dynamic operation filled with passionate, skilled individuals. Help us maintain internal operations within our division all while providing excellent customer service to County residents and employees.
Handles confidential information, such as personnel files and payroll records; Establishes and maintains a tracking system for work progress; Supports the work of others to ensure adherence to quality control, deadlines, and proper procedures.
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 responsible 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.
This level is characterized by performance of administrative duties for which skill in integration and coordination of several similar 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:
2) Incumbent has independent responsibility for a narrow scope of duties with regular County-wide accountability requiring the determination of appropriateness of actions. (i.e. coordinating Director's calendar & word processing & filing)
3) Incumbent has independent responsibility for a broad scope of duties with limited County-wide accountability requiring the determination of appropriateness of actions. (i.e. admin for Division Chief or small Department)
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.
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; some knowledge of the principles and practices of supervision; ability to operate standard office equipment; ability to establish and maintain effective working relationships with others; ability to communicate effectively both orally and in writing; ability to make arithmetical calculations; skill in motivating, developing, and directing people as they work; 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, 3-5 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 level may be substituted for the Associate's Degree.
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.
VCIN certification required to be obtained within first year of employment, if applicable to the position.
Experience in operating police computer systems preferred, if applicable to the position.
Prince William County Government