Administrative Assistant II

Administrative Assistant II

Salary

$42,052.19 - $73,591.44 Annually

Location

FX. CTY. GOVERNMENT CENTER, 12000 GOVERNMENT CENTER PKWY., FAIRFAX (EJ32), VA

Job Type

FT Hourly W BN

Job Number

26-01613

Department

Family Services

Opening Date

10/31/2026

Closing Date

11/6/2026 11:59 PM Eastern

Pay Grade

S13

Posting Type

Open to General Public

• Description
• Benefits
• Questions

Job Announcement

This position supports critical records management, court document processing, and frontline client services. This position plays a key role in maintaining accurate case records, supporting the acceptance of court service documents, and ensuring consistent, high-quality service to DFS clients and staff.

Duties and responsibilities:

• Supports the DFS Records Center by screening cases in various programmatic, local, and state systems to establish case records; tracking records as they circulate throughout the agency; and storing, archiving, and destroying records in accordance with applicable policies and retention schedules.
• Serves as part of the DFS team that receives and processes court service documents, supporting the Records Center as the single point of access for court documents on behalf of DFS. Receives subpoenas (in person, by mail, or electronically); reviews and verifies whether documents meet sufficiency requirements for acceptance; distributes and coordinates with appropriate staff; and ensures accurate tracking, routing, and filing of subpoena-related records.
• Provides floater and administrative support, as needed, across regional offices in Annandale, Fairfax, Reston, and South County by issuing Electronic Benefits Transfer (EBT) cards and emergency resources to clients; performing vehicle management duties (including driving vehicles to and from county facilities); processing mail; and approving room reservations.
• Serves as back-up in monitoring the Pennino DFS Administrative Reception area, greeting, directing, and assisting clients, visitors, and staff; handling package deliveries; and providing general support.

Note: The assigned functional areas for this position include general administration, customer service, and/or record file 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

Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for

routing and approval;

Compiles and maintains daily and weekly totals, reports, and financial statements;

Reconciles statements;

Establishes, revises and maintains accounting documents and files.

Fiscal Administration

Performs data entry into corporate system, e.g., routine posting and billing.

Reviews completed forms for accuracy and completeness;

May perform inquiries in internal and external databases to determine discrepancies.

Accounting

Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;

Performs basic calculations.

Purchasing

Orders, inventories, receives, and/or shelves routine supplies;

Reviews invoices/packing slips to ensure shipment is correct and follows up on

discrepancies;

Tracks expenditures.

Scheduling & Coordinating for Others

Notifies all participants of meetings and other functions in advance;

Schedules routine meetings.

Communication

Produces and electronically distributes simple documents (e.g., flyers).

Office Management

Maintains a system for tracking the progress of work;

Orients new employees on procedures and systems.

General Administrative

Performs alpha and/or numeric filing;

Performs simple screening and sorting of mail;

Is responsible for sending dated material.

Receptionist/Public Contact

Refers calls;

Greet visitors;

Gives standard information in response to phone or in-person inquiries;

Acts as back up to other administrative positions.

Word Processing/Typing

Keys/types form letters, labels, simple documents and correspondence;

Proofs spelling.

Information Systems/Software

Performs data entry into multiple screens.

Payroll

Verifies employment on a countywide basis;

Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple

T&A).

Personnel

Types forms;

Updates personnel data;

Sets up agency personnel files;

Prints out and distributes personnel documents;

Files critical records (e.g., performance evaluations, PARS).

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

Knowledge of a variety of standard office procedures;

Knowledge of specific unit terminology;

Knowledge of work done in related departments.

Communication

Ability to read and comprehend relevant documents.

Information Abilities

Ability to process and integrate simple data.

Interpersonal Abilities

Ability to establish and maintain effective working relationships with both external

and internal contacts.

Purchasing and Accounting

Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.

Personnel and Payroll

Understanding of the basic PRISM functions;

Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.

Word Processing/Typing

Basic skills in the use of Microsoft Word.

PC Skills

Basic skills in the use of applicable Microsoft software.

Employment Standards

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

CERTIFICATES AND LICENSES REQUIRED:

Drivers license (required)

NECESSARY SPECIAL REQUIREMENTS:

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

PREFERRED QUALIFICATIONS:

• General knowledge of human services operations and experience working in a busy office/reception environment.
• Familiarity with subpoenas or court-related documents.
• Experience working with confidential records.
• Ability to travel between regional offices as needed.
• Proficiency with Microsoft Office computer software applications.

PHYSICAL REQUIREMENTS:

Ability to lift and move up to 20 lbs and to file and retrieve case files in a file room. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview; may include 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.

Merit Positions

Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:

• Medical/Vision/Dental Insurance Coverage
• Group Term Life Insurance
• Long Term Disability
• LiveWell Program
• Flexible Spending Programs
• Paid Leave (annual, sick, parental, volunteer activity, and more!)
• Paid Holidays
• Contributory Retirement Plan
• Deferred Compensation
• Employee Assistance Program
• Employees Child Care Center
• Continuous Learning Opportunities

Please click here for a summary of our benefits.

NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: Public Service Loan Forgiveness | Federal Student Aid

For additional details please visit the Countys benefits webpage.

Non-Merit Positions

• Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.

• Medical/Vision/Dental Insurance Coverage

• Flexible Spending Program

• Deferred Compensation

• Temporary: scheduled to work a maximum of 900 hours in a calendar year.

• No benefits

01

What is the highest level of education that you have completed?

• Less than 12th grade
• High school diploma or GED
• Some college
• Associates degree
• Bachelors degree
• Masters degree
• Doctorate degree

02

If you answered "Some college" for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a degree.

• Less than 45 quarter hours
• 45 to less than 90 quarter hours
• 90 to less than 135 quarter hours
• 135 to less than 180 quarter hours
• 180 or more quarter hours
• Less than 30 semester hours
• 30 to less than 60 semester hours
• 60 to less than 90 semester hours
• 90 to less than 120 semester hours
• 120 or more semester hours
• Not applicable

03

Do you currently possess a valid drivers license?

• Yes
• No

04

How many years of full-time equivalent experience do you have providing administrative support in the assigned functional areas of general office administration, customer service, and record/file management?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five or more years

05

How many years of experience do you have working in a human services setting?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five or more years

06

Do you have experience working with confidential records?

• Yes
• No

07

Please indicate your level of proficiency with Microsoft Excel.

• Beginner (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents)
• Intermediate (Knowledge of inserting and modifying graphic objects in a worksheet; customizing and enhancing workbooks; analyzing data using Pivot Tables, Slicers, and Pivot Charts)
• Advanced (Extensive knowledge of increasing productivity and improving efficiency by streamlining workflow; collaborating with others using workbooks; auditing worksheets; analyzing data; working with multiple workbooks; importing and exporting data, using Excel with the web)
• No experience

08

Please indicate your level of proficiency with Microsoft Outlook.

• Beginner (Basic knowledge of identifying the components of the Outlook environment; composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments; scheduling meetings, managing tasks, notes and journal entries)
• Intermediate (Knowledge of customizing message settings; organizing and locating Outlook messages; setting calendar options; tracking activities using the Journal; assigning and tracking tasks; sharing folder information; customizing the Outlook environment)
• Advanced (Extensive knowledge of almost all functions of program including personalizing your email; organizing Outlook items; managing data files; managing contacts and contact information; saving and archiving email; creating a custom Outlook form; working offline and remotely)
• No experience

09

This position not eligible for telework. The selected candidate must work in person Monday-Friday from 8 a.m. to 4:30 p.m. Are you able to work this required schedule?

• Yes
• No

10

This position requires periodic travel throughout Fairfax County to provide administrative support to our regional offices. Are you willing and able to travel between our regional offices (Alexandria, Annandale, Fairfax and Reston) to provide coverage?

• Yes
• No

Required Question

Employer Fairfax County

Address 12000 Government Center Pkwy. Suite 270

Fairfax, Virginia, 22035

Phone 703-324-3311

Website http://agency.governmentjobs.com/fairfaxcounty/default.cfm