Administrative Assistant - Real Estate & Community Development Finance; Administrative Assistant IV

Job Announcement

Make a difference – join our team to empower communities and build futures! The Fairfax County Department of Housing and Community Development works in partnership with the Redevelopment and Housing Authority to serve the people of Fairfax County by creating housing opportunities to promote inclusive and thriving communities. Help make our vision of a community everyone can afford to call home a reality!

HCD is seeking a highly organized and self-led teammate to provide administrative support for Real Estate & Community Development Finance Divisions. The ideal candidate will have a passion for the agency's mission, an interest in affordable housing development, and experience in field(s) related to this subject area. The individual in this role provides administrative support to the division director of Real Estate & Community Development Finance, as needed, senior staff within Grants Management, Home ownership divisions to include file management, scheduling of meetings, preparation of interview packages, and routing, drafting of correspondence and agenda items, and office management tasks such as supply order management, calendar management for standing meetings and deadlines.

More specifically, the duties include:

• Scheduling meeting times among multiple parties, with external stakeholders (developer, lenders, non-profits, officials, etc.), reserves conference rooms, sets up equipment, prepares minutes, and procures refreshments, as needed.
• Providing administrative support to executive meetings; develops distribute agendas; prepares minutes; tracks action items and assures sensitive item follow-up.
• Coordinating and processing funding requests and submission of items to the Fairfax County Redevelopment and Housing Authority (FCRHA) Board and Board of Supervisors (Board)
• Provides administrative support, as needed, to support teams with outreach and engagement events.
• Managing communications received in general program inbox(es), including meeting requests, status updates and appropriate staff referrals. Responding to inquiries from external stakeholders (citizens, developers, lenders, attorneys etc.), county staff and others.
• Serves as a lead within the supported divisions for filing and archiving documents, ensuring confidentiality of data and that files/records are maintained in an orderly fashion and in accordance with federal, state and County regulations
• Supporting the administrative needs of housing-focused boards, authorities and commissions;
• Overseeing the day-to-day AP or P-card payments, purchase orders, non-PO requests, or similar operational transactions, including travel planning and approvals for Real Estate Finance.
• Assisting in drafting and routing of memorandums, letters and other correspondence. Reviews and checks documents for correct format, consistency and compliance with policy and procedure.
• Creating reports and presentations to include graphics and financial data.
• Routinely interacting with county elected officials, federal and state officials, and high-level county staff.
• Serves as a FOCUS timekeeper for the department and occasional back-up to other agency administrative staff.

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

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

• 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.
• Abi…