Administrative Assistant III

This is a grant-funded position. The salary offer will not exceed the mid-point of the advertised salary range ($63,470.58).

About the Role

The Greater Mount Vernon Community Head Start Program operates a full-day, full-year program for children from birth to age five for families in the south end of Fairfax County. We are looking for an organized, proactive, and welcoming Administrative Assistant III to join our team. In this role, you will be the heartbeat of our office. You will manage our data, welcome families, and keep our daily operations running smoothly so our educators can focus on what they do best. If you are a problem-solver who loves variety and thrives in a collaborative team environment, we want to hear from you!

Responsibilities

• Welcome families, answer incoming inquiries, and connect community members with vital enrollment resources and program information.
• Keep records sharp by updating central files, managing specialized databases (like ChildPlus), and compiling reports for program staff.
• Support office management by monitoring supplies, coordinating conference room schedules, handling mail, and keeping front-desk references up to date.
• Coordinate meeting notices, draft agendas, type up meeting minutes, and prepare information packets for interview panels.
• Collaborate with team members to tackle special events, conferences, and daily office tasks.
• General Financial Duties:
  • Use spreadsheets or databases to organize information and produce standard reports.
  • Compile and maintain monthly, quarterly, semi-annual, and annual totals, reports, and financial statements.
  • Explain fiscal rules and procedures to employees to ensure uniform application.
• Accounting:
  • Reconcile daily receipts or accounts receivable/payable.
  • Identify discrepancies and make corrections.
  • Collect required documents.
• Purchasing:
  • Verify requests for goods and services against county contracts and funding sources.
  • Order goods or services and follow up/resolve discrepancies to ensure delivery.
• Scheduling & Coordinating for Others:
  • Maintain calendar(s); schedule meetings; make and cancel appointments.
  • Schedule rooms for classes, meetings, conferences, etc.
  • Coordinate audiovisual, training equipment, and refreshment requests.
  • Set up schedules for internal administrative staff to ensure availability to meet changing work needs.
• Communication:
  • Compose routine correspondence on behalf of the executive/work unit head.
• Office Management:
  • Provide administrative support and implement procedures.
  • Establish/modify and maintain a system for tracking the progress of work that is the responsibility of the executive/work unit head.
  • Train and orient new employees; provide and explain relevant policies and procedures.
• Receptionist/Public Contact:
  • Schedule appointments.
  • Explain departmental policy/procedure but does not interpret them.
  • Respond to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.
• Word Processing/Typing:
  • Key/type complex documents (e.g., technical).
  • Proof spelling and grammar; compile reports from edited drafts.
  • Use macros and templates developed by others.
• Information Systems/Software:
  • Perform data entry with some knowledge of department/work unit/program.
  • Manipulate screens for additional entries; generate routine reports.
  • Create simple spreadsheets; maintain databases.
• Payroll:
  • Perform payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips).
  • Train new employees on how to do online time.
• Personnel:
  • Prepare and verify completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs).
  • Provide basic new employee benefits information.
  • Explain routine personnel policies and procedures.
  • Gather information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management.
  • Instruct employees in proper completion of routine documents (e.g., insurance enrollment forms).

Requirements

• Organized multitasker: Manage multiple databases, filing systems, and phone lines efficiently.
• Clear communicator: Strong written and verbal skills to connect warmly with parents, staff, providers, and community partners.
• Tech-savvy professional: Proficient in Microsoft Office (Word, Excel) and comfortable using online tools to research topics and build templates.
• Resourceful problem solver: Excellent judgment to route inquiries, solve front-desk challenges, and assist where needed on your own initiative.
• True team player: Reliable office coverage provider who naturally communicates daily schedules and loves helping teammates.

Qualifications

Any combination of education, experience, and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

The appointee to this position will be required to complete a criminal background check and a Child Protective Services Registry check to the satisfaction of the employer. A Tuberculosis (TB) screening upon hire.

Preferred Qualifications

• At least two years of experience providing administrative support.
• At least one year of experience working in human services.
• At least one year of experience working in a childcare setting.
• At least two years of experience working with a diverse population.
• At least one year of experience in a customer-facing role, such as providing customer service, front desk support, or answering phones.
• Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint).

Skills

• Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas.
• Word Processing/Typing: Basic skills in the use of Microsoft Word.
• Math Skills: Basic math skills.
• PC Skills: Basic skills in the use of applicable Microsoft Office Suite software.
• Communication: Ability to write simple documents.
• Information Abilities: Ability to process and integrate complex data.
• Interpersonal Abilities: Ability to establish and maintain effective working relationships with both external and internal contacts.
• Executive Assistance: Ability to maintain confidentiality and be sensitive to political issues.

Physical Requirements

• Work is generally sedentary in nature. However, the incumbent may be required to do some walking, standing, bending, and carrying items up to 25 pounds.
• Ability to operate keyboard-driven equipment.
• Ability to communicate verbally and in writing.
• Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community.
• All duties performed with or without reasonable accommodations.