Administrative Assistant III - CSB Director and Deputy Office

This position supports the executive director's office and senior leadership teams. Provides comprehensive administrative, coordination, and project management support that ensure operational efficiency and professional service delivery across the organization, CSB Board, clients, and the general public. As a key member of the Administrative Team, works closely with the CSB executive leadership administrative support team and executive leadership team to coordinate and manage a wide range of administrative and logistical functions.

This role requires strong organizational skills and effective communication to prioritize complex tasks and projects, support agency-wide initiatives, plan and manage meetings and events, book travel arrangements, prepare meeting minutes, and assist with special assignments as needed, all while ensuring seamless operational support and alignment across the agency. Also serves as a back-up receptionist and requires familiarity with front desk duties and customer-facing responsibilities.

The ideal candidate is detail-oriented, resourceful, and thrives in a fast-paced, team-driven environment. A strong "get-it-done" mindset and commitment to the mission and values of the CSB are essential. This is a meaningful opportunity for a motivated professional who values collaboration, continuous improvement, and high-impact service.

Functional areas: general office support, executive support, behavioral health, and/or records management.

Note: To learn more about the Community Services Board, please click on the following link to watch our video: CSB Celebrates 50th Anniversary of Providing Care.

(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

• Orders goods or services and follows up/resolves discrepancies and ensures delivery;

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

• Composes routine correspondence on behalf of the executive/work unit head.

• Composes routine correspondence on behalf of the executive/work unit head.

• Schedule 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.

• 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.

• Performs data entry with some knowledge of department/work unit/program;
• Manipulates screens for additional entries;
• Generates routine reports;
• Creates simple spreadsheets;
• Maintains databases.

(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.

• Basic skills in the use of Microsoft Word.

• Basic math skills.

• Basic skills in the use of applicable Microsoft Office Suite software.

• Ability to write simple documents.

• Ability to process and integrate complex data.

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

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).

• Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

• Ability to maintain confidentiality and be sensitive to political issues.

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) High school graduation and two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire

This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

PREFERRED QUALIFICATIONS:
Experience with executive leadership staff support, events planning and meeting facilitation, data analysis, scheduling, and calendar management, developing and maintaining record systems, reconciliation and expense reports, web/video conferencing applications (like WebEx), and front desk workflow. Proficient experience with Microsoft Office Suite.

PHYSICAL REQUIREMENTS:
Ability to answer phones and use keyboard-driven equipment, and to communicate clearly and effectively in English, both orally and in writing. Must be able to commute for travel to meetings, trainings, and business events during the business day, with duties performed in a generally sedentary office environment at various locations throughout the county, requiring some travel. Must also be able to use a keyboard, stand, walk, bend, and stoop, and lift approximately 20 lbs. for filing, meeting space management, supply/inventory management, and in-person meeting support. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home - including Spanish, Asian/Pacific Islander, Indo-European, and many others. We encourage candidates who are bilingual in English and another language to apply for this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status 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. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

#LI-AP1