Administrative Assistant II/Customer Service Representative

Welcome and thank you for your interest in employment with Loudoun County Government!

ALL SECTIONS OF THE APPLICATION MUST BE COMPLETED IN ITS ENTIRETY. THE RESUME IS CONSIDERED SUPPLEMENTAL INFORMATION ONLY. APPLICATIONS THAT ARE INCOMPLETE OR INDICATE 'SEE RESUME' WILL NOT BE TAKEN INTO CONSIDERATION.

Introduction

The Department of Housing and Community Development (DHCD) has a unique opportunity to address quality of life issues for Loudoun County residents. Come be a part of our work to meet the unmet housing needs of our neighbors. This position is office-centered--you must physically report to the duty station stated in this announcement on a regular basis. Partial work-from-home flexibility may be authorized.

Job Summary

DHCD is currently seeking an efficient, customer service-focused administrative professional to serve as the Administrative Assistant II/Customer Service Representative. The Administrative Assistant II/Customer Service Representative is the Department's first contact with the public at our customer service center, which is open 8:30am-5:00pm, Monday-Friday, excluding holidays. Punctuality and the ability to reliably report for duty are necessary. In this role, you will connect customers with program personnel in person and by phone for assistance with a wide variety of questions on department programs. The position requires the ability to multi-task and work with staff to meet our customers' needs. In this position, you will also provide administrative support to DHCD staff, as assigned by the supervisor.

EXAMPLES OF ESSENTIAL DUTIES
* Provides customer service via phone, in-person, or via email; greets visitors; responds to requests for files and information; provides assistance with forms, submissions, and procedures; and responds to customer service inquiries.
* Provides general administrative support for Department individuals or teams; records information; generates notices; and maintains records.
* Prepares and proofreads documents.
* Accepts and records packages and applications submitted for processing.
* Receives and distributes all incoming mail/faxes/documents; may include payments by check; checks mail/drop boxes. Securely stores checks and may be point of contact for check pick-up.
* Monitors copiers, scanners, printers, and fax machines used in Department and assures all equipment is operational; arranges for regular service and/or repairs; places facility work orders for the Department.
* May maintain usage of motor pool vehicles and keeps calendar/log of usage up to date.
* May enter, update, and retrieve information from databases, files, and systems relevant to Department; researches and eliminates database errors from assigned databases; may create data-related reports; and organizes and tracks files in storage.
* Manages booking and operations of the conference room; maintains appearance of conference room, supplies and equipment; coordinates meetings, presentations, and some events as well.
* Assists with ordering and purchasing activities; ordering office supplies and equipment; requesting payment of invoices for services.
* May code credit card payments in PCard system in accordance with County Procurement policies and procedures.
* Performs other duties as assigned.

Knowledge, Skills, Abilities:
* Ability to handle customer relations with tact and diplomacy.
* Ability to utilize resources for accessibility services as needed.
* Ability to establish and maintain effective relationships with employees, other departments/agencies, vendors, County and/or Court officials, and the public.
* Ability to maintain records, logs, and special reports.
* Knowledge of office operations, practices, and protocol and County customer service policies.
* Knowledge of operation of standard office machines to include personal computer, multi-line phone system, fax, and copier.
* Skill in using Microsoft Office Suite software applications. Skill in using other software applications as required for the position.
* Ability to communicate clearly and effectively, both verbally and in writing.
* Ability to work independently in the absence of specific instruction.

Hiring salary is commensurate with experience.

Minimum Qualifications

High School diploma or equivalent; two (2) years of related clerical/administrative work experience; or equivalent combination of education and experience.

Bilingual (English/Spanish or other in-demand language) ability is preferred but not required.

Hold a Virginia State Notary Public Certificate or be eligible to obtain one within the first 30 days of hire.

Job Contingencies and Special Requirements

Pass pre-employment criminal, credit, and DMV background checks.