Administrative Assistant - Real Estate & Community Development Finance (Administrative Assistant IV)

Fairfax County•Fairfax (Fh22), VA

2d•Onsite

About The Position

The Fairfax County Department of Housing and Community Development (HCD) is seeking a highly organized and self-led Administrative Assistant to provide administrative support for its Real Estate & Community Development Finance Divisions. This role is crucial in supporting the agency's mission of creating housing opportunities and fostering inclusive communities. The ideal candidate will have a passion for affordable housing development and relevant experience. The position involves providing comprehensive administrative support to the division director and senior staff, managing files, scheduling meetings, preparing documents, drafting correspondence, and overseeing office management tasks. This includes coordinating with external stakeholders, managing communications, responding to inquiries, and ensuring the proper filing and archiving of sensitive documents in accordance with regulations. The role also supports housing-focused boards and authorities, manages financial transactions like AP/P-card payments and purchase orders, and assists in drafting various official documents. The Administrative Assistant will interact with elected officials and high-level staff, serve as a timekeeper, and provide backup support to other administrative staff. Fairfax County Government is committed to the One Fairfax Policy, emphasizing equity in its policies and services.

Requirements

High school graduation or equivalent.
Three years of experience providing administrative support in assigned functional areas.
Ability to complete a criminal background check.

Nice To Haves

Experience providing administrative support to executive-level, senior manager-level staff, or progressive administrative-level support of leadership staff.
Experience developing and maintaining filing systems.
Experience auditing record management procedures.
Proficiency with current office technology and software applications such as Word, Excel, and SharePoint.
Proven ability to efficiently prioritize workload and adhere to deadlines.
Ability to clearly communicate verbally and in writing, including independent composition of correspondence for Deputy and Division Director signature.
Ability to prepare and edit concise and visually clear presentations, utilizing graphics and data.
Experience analyzing administrative needs of a unit.
Experience reviewing administrative procedures and training staff on procedures.
Experience working in a fast-paced environment supporting fields such as real estate development, affordable housing, planning and zoning, finance and lending, engineering or architecture, or other similarly aligned fields.
Bilingual in English and another language.

Responsibilities

Schedule meeting times among multiple parties, including external stakeholders, reserve conference rooms, set up equipment, prepare minutes, and procure refreshments.
Provide administrative support to executive meetings, including developing and distributing agendas, preparing minutes, and tracking action items.
Coordinate and process funding requests and submissions to the Fairfax County Redevelopment and Housing Authority (FCRHA) Board and Board of Supervisors.
Provide administrative support for outreach and engagement events.
Manage communications received in general program inboxes, including meeting requests, status updates, and appropriate staff referrals.
Respond to inquiries from external stakeholders, county staff, and others.
Serve as a lead for filing and archiving documents, ensuring data confidentiality and maintaining files in an orderly fashion according to regulations.
Support the administrative needs of housing-focused boards, authorities, and commissions.
Oversee day-to-day AP or P-card payments, purchase orders, non-PO requests, and travel planning and approvals for Real Estate Finance.
Assist in drafting and routing memorandums, letters, and other correspondence.
Review and check documents for correct format, consistency, and compliance with policy and procedure.
Create reports and presentations, including graphics and financial data.
Routinely interact with county elected officials, federal and state officials, and high-level county staff.
Serve as a FOCUS timekeeper for the department and provide occasional back-up to other agency administrative staff.