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Administrative Assistant III

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Administrative Assistant III

Salary

$44,368.06 - $73,946.08 Annually

Location

FAIRFAX (EJ28), VA

Job Type

FT Hourly W BN

Job Number

25-01039

Department

Police

Opening Date

05/31/2025

Closing Date

6/6/2025 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

+ Description

+ Benefits

+ Questions

Job Announcement

Works within the Expungement/Sealing/Archiving Division of Central Records, as the subject matter expert and provides high-level classified and time-sensitive administrative research and support for expungements and Virginia Freedom of Information Action (VFOIA) requests. The position acquires the legal knowledge and has the responsibility for researching and processing expungement requests according to the complexity, procedural directives, regulations, laws and guidelines. Provides customer service to citizens, insurance investigators, attorneys, federal agents, law enforcement officers, agencies, and court officials. Prepares, processes, copies, indexes, files, transmits, and maintains various police department documents. Also, logs, scans and archive documents such as incident reports, accident reports, warrants, summons, homicides and cold case file and photos from paper form into digital formats. Ensures the security and confidentiality of files and information as appropriate.

Applies very specific knowledge of expungement procedural guidelines, archive retention schedules, knowledge of Library of Virginia, Virginia Code and VFOIA policies and procedures. Maintain critical court records, prepare forms, and verify information. Prepares criminal background checks through the National Crime Information Center (NCIC) and Virginia Crime Information Network (VCIN). Drafts letters, memos and other correspondents for the appropriate office, department, and agency. Responsible for the hard-copy and electronic filing system within the office in terms of categorizing, classifying, and organizing information and data. Answers telephone inquiries and direct visitors to the appropriate location. Works independently and performs special assignments, research, report preparation, and preparation of correspondence assigned by records management supervisor and/or director. Develops administrative recommendations to improve business process and is responsible for on-going analysis of various administrative standard operating procedures. Performs other duties as assigned. Works under the direction of the Resource Management Bureau.

The assigned functional areas of this position are customer service, general office administration, human resources, and records management.

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

Uses spreadsheets or databases to organize information and produce standard reports;

Communication

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

Office Management

Provides administrative support and implements procedures;

May supervise others;

Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;

Trains and orients new employees;

Provides and explains relevant policies and procedures.

General Administrative

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

Receptionist/Public Contact

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.

Word Processing/Typing

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.

Information Systems/Software

Performs data entry with some knowledge of department/work unit/program;

Manipulates screens for additional entries;

Generates routine reports;

Creates simple spreadsheets;

Maintains databases.

Reports

Compiles routine factual/numerical reports using readily available information.

Payroll

Trains new employees on how to do on-line time.

Personnel

Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);

Provides basic new employee benefits information;

Explains routine personnel policies and procedures;

Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;

Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

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 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.

Word Processing/Typing

Basic skills in the use of Microsoft Word.

Math Skills

Basic math skills.

PC Skills

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

Communication

Ability to write simple documents.

Information Abilities

Ability to process and integrate complex data.

Interpersonal Abilities

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

Executive Assistance

Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:

Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:

+ Records management experience

+ Time and attendance experience

+ NCIC / VCIN

CERTIFICATES AND LICENSES REQUIRED:

Driver's license (required)

NECESSARY SPECIAL REQUIREMENTS:

The appointee to this position will be required to complete a criminal background check, credit check and driving record check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:

Ability to lift up to 20 lbs. Ability to perform extensive walking and handling of multiple tasks. Incumbent must communicate with other agency(s) and the public. Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor, ability to operate keyboard driven equipment. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview; may include exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) ) and we encourage candidates bilingual in English and a foreign language to apply to 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. TY 703-222-7314. [email protected]. EEO/AA/TTY.

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