Administrative Assistant V

Fairfax County • Fairfax (Ej32), VA

5d • Onsite

About The Position

This position supervises the Abstract Section of the Records Management Branch in the Real Estate Division. Responsibilities include preparing employee evaluations, managing work assignments, verifying staff's work, making recommendations for training, providing coaching and guidance. Approves staff’s leave requests and conducts interviews. Reads deeds from CPAN and reviews weekly, monthly, and yearly interface of records imported by Department of Information Technology. Updates sales of commercial and residential properties. Reviews daily abstract reports to ensure there are no breakdowns (commercial and residential) and resubdivisions that were missed. Reviews highway plats, prepares composite cards, and updates Excel spreadsheet with new subdivisions and breakdown information. Works closely with Fairfax County Geoinformation Systems (GIS), Circuit Court and Land Development Services (LDS). Provides extensive research for historical data. Trains staff on how to read abstracts (deeds, will books, property breakdowns, street dedications). Runs daily sales reports and provides work for the staff. Verifies staff productivity and ensures deadlines are met. Drafts and writes correspondence, emails, and Activity Center responses to taxpayers, business representatives, title and settlement company inquiries. Oversees the verification of sample tax bills, mailing address update requests, and name withholding requests. Adheres to the Code of Virginia, Library of Virginia retention schedule, business rules and regulations of Department of Tax Administration (DTA). Assists other sections within the department and performs other related duties as required. Works under the direct supervision of the Management Analyst I. Note: The assigned functional areas for this position are general administrative support, local real estate tax assessment, customer service, document review, and/or data entry.

Requirements

• Knowledge of county policies within functional area of responsibility
• Thorough knowledge of the executive/work unit head's program/area and of county administration and organization
• Ability to maintain confidentiality and be sensitive to political issues
• Knowledge and sensitivity to issues, priorities, protocol, etc.
• Basic math skills
• Intermediate skills in the use of applicable Microsoft Office Suite software
• Intermediate skills in the use of agency specific software applications
• Ability to communicate well through written and oral means
• Ability to speak in front of a group
• Ability to gather, integrate, and analyze complex data
• Ability to establish and maintain effective working relationships with both external and internal contacts
• Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s)
• Must have the ability to communicate clearly and concisely, orally and in writing
• Intermediate proficiency using Microsoft Office (Word, Excel, and Outlook)

Nice To Haves

• Two or more years of experience in local real estate tax assessment
• Three or more years of experience responding to public inquiries through written correspondence
• At least one year of experience researching property ownership or conducting title searches
• Three years of experience reviewing and interpreting Real Estate related records or legal documents
• Knowledge and understanding of state code and county ordinances as it relates to assessment of real property
• At least one year of supervisory experience
• Strong decision-making and organizational skills
• Ability to troubleshoot issues and problems with limited supervision
• Experience using Foxit or a similar Portable Document Format (PDF) software
• Bilingual in English and another language

Responsibilities

• Preparing employee evaluations
• Managing work assignments
• Verifying staff's work
• Making recommendations for training
• Providing coaching and guidance
• Approving staff’s leave requests
• Conducting interviews
• Reading deeds from CPAN
• Reviewing weekly, monthly, and yearly interface of records imported by Department of Information Technology
• Updating sales of commercial and residential properties
• Reviewing daily abstract reports to ensure there are no breakdowns (commercial and residential) and resubdivisions that were missed
• Reviewing highway plats
• Preparing composite cards
• Updating Excel spreadsheet with new subdivisions and breakdown information
• Working closely with Fairfax County Geoinformation Systems (GIS), Circuit Court and Land Development Services (LDS)
• Providing extensive research for historical data
• Training staff on how to read abstracts (deeds, will books, property breakdowns, street dedications)
• Running daily sales reports
• Providing work for the staff
• Verifying staff productivity
• Ensuring deadlines are met
• Drafting and writing correspondence, emails, and Activity Center responses to taxpayers, business representatives, title and settlement company inquiries
• Overseeing the verification of sample tax bills, mailing address update requests, and name withholding requests
• Adhering to the Code of Virginia, Library of Virginia retention schedule, business rules and regulations of Department of Tax Administration (DTA)
• Assisting other sections within the department
• Performing other related duties as required

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED