Administrative Assistant II

Fairfax County•Fairfax (Ej32), VA

About The Position

This position supports critical records management, court document processing, and frontline client services for DFS. It helps maintain accurate case records, supports the acceptance and processing of court service documents, and provides consistent service to DFS clients and staff. Assigned functional areas include general administration, customer service, and/or record file management. The position supports the DFS Records Center by screening cases in programmatic, local, and state systems to establish case records; tracking records as they circulate through the agency; and storing, archiving, and destroying records according to applicable policies and retention schedules. It also receives and processes court service documents, including subpoenas, verifies documents against sufficiency requirements, coordinates distribution, and tracks, routes, and files related records. The role provides floater and administrative support across regional offices in Annandale, Fairfax, Reston, and South County. Tasks include issuing EBT cards and emergency resources to clients, vehicle management, mail processing, and room reservation approval. The position also backs up the Pennino DFS Administrative Reception area by greeting, directing, and assisting clients, visitors, and staff, handling package deliveries, and providing general support. The appointee must complete criminal background, child protective services registry, credit, and driving record checks to the employer’s satisfaction. A panel interview will be used and may include an exercise. Reasonable accommodations are available for the listed duties and during application or interview processes.

Requirements

High school graduation or equivalent combination of education, experience, and training.
One year of experience providing administrative support in the assigned functional area(s), or equivalent combination of education, experience, and training.
Valid driver's license.
Ability to read and comprehend relevant documents.
Ability to process and integrate simple data.
Ability to establish and maintain effective working relationships with internal and external contacts.
Ability to perform inquiries in Purchasing/Logistics or Financial Enterprise Resource Planning systems.
Understanding of basic PRISM functions and ability to perform inquiries in the Human Capital Management Enterprise Resource Planning system.
Basic skills using Microsoft Word and applicable Microsoft software.
Ability to lift and move up to 20 pounds and file and retrieve case files in a file room.
Completion of criminal background, child protective services registry, credit, and driving record checks to the satisfaction of the employer.

Nice To Haves

General knowledge of human services operations.
Experience working in a busy office or 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 applications.
Bilingual ability in English and another language is encouraged.

Responsibilities

Screen cases in programmatic, local, and state systems to establish case records.
Track records as they circulate throughout the agency and store, archive, or destroy them according to applicable policies and retention schedules.
Receive and process court service documents as part of the DFS team and support the Records Center as the single point of access for DFS court documents.
Receive subpoenas in person, by mail, or electronically; review and verify documents for sufficiency; distribute them and coordinate with appropriate staff; and track, route, and file subpoena-related records.
Provide floater and administrative support across regional offices in Annandale, Fairfax, Reston, and South County.
Issue EBT cards and emergency resources to clients.
Perform vehicle management duties, including driving vehicles to and from county facilities.
Process mail and approve room reservations.
Back up the Pennino DFS Administrative Reception area by greeting, directing, and assisting clients, visitors, and staff; handling package deliveries; and providing general support.
Perform applicable general administrative and records duties, including filing, screening and sorting mail, maintaining work-tracking systems, and providing reception and basic office support.