Administrative Assistant II

Job Announcement

This is a full-time merit position working 8:00 am to 4:30 pm, Monday through Friday. Must be able to cover all administrative positions within the unit. Answers the phones, greets the public, makes appointments, and enters initial information related to the intake of cases into each of our database systems at the direction of intake officers, assists in preparing petitions, motions, summonses, affidavits and supporting paperwork for criminal cases and status offenses brought against juveniles by police, citizen victims, merchants, and families. At the direction of intake officers, prepares petitions and affidavits in uncontested custody cases on behalf of Fairfax County residents and assists in preparing court documents required by court action sought on behalf of a juvenile by the department of social services. These petitions and court documents require the input and retrieval of data using several state and county computer systems and entering information into various computer databases.

Responsibilities include fielding inquiries from county professionals, court staff and the public on questions about procedural issues involving intake and court processes, providing information on a wide variety of intake issues. Liaison between the courthouse and the satellite offices, and other human services agencies, police department and other court related agencies both in and out of the state. Responsible for the daily preparation of detention hearing docket; notifies parties involved in the case what their responsibilities are, ensures all necessary documents have been retrieved and served properly. Assigns cases to the appropriate attorneys for detention hearings depending on the charge involved and to the appropriate courtroom. At the direction of the hearing officer, prepares all aspects of the informal hearing process to include coordination with complainants, docketing hearings, processing and sending out of notices, and rescheduling hearings when necessary. Enters faxed intakes into the police paper intake database. Manages the mandatory unit responsibility of notifying the local school districts when a child has been charged with a school reportable offense in our county by researching cases and notifying the appropriate school officials.

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

*This is a reannouncement. Applicants who wish to revise their original application are encouraged to reapply with a revised application. Otherwise, all applicants who previously applied this role #24-00527 do not need to reapply to be considered.

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.)

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).

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.

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.

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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and child protective services to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Excellent verbal/written communication and interpersonal skills.
• Excellent organizational skills with the ability to work independently while handling multiple tasks and requests simultaneously.
• Strong attention to detail.
• Experience handling confidential documents or information.
• Knowledge and experience of juvenile intake processes.
• Experience working in any of the following settings: Juvenile or adults justice system, probation services, police or law enforcement, social services or other human services field, and/or court services or court setting.
• Working knowledge of the Department of Juvenile Justice's Balanced Data Gathering Environment (BADGE), and Juvenile Secure Viewing System (JSVS).
• At least intermediate proficiency Microsoft Word.
• Experience creating templates and editing forms in Microsoft Word and PDF formats.

PHYSICAL REQUIREMENTS:
Ability to communicate effectively, in person, by phone, or e-mail. Ability to operate a keyboard. Ability to retrieve files from any location in the courthouse. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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