Administrative Assistant to the Deputy Director

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.

Loudoun County is one of the fastest growing counties in the country, known for its excellent quality of life and strong economy, while embracing its historic presence. Located 35 miles west of Washington DC, Loudoun County offers a diverse blend of cultural, recreational, and educational opportunities.

The Loudoun County Department of Family (DFS) services is seeking a talented and motivated individual to serve as an Administrative Assistant to the department's Deputy Director. In this role, you will support a Leadership team member who oversees a team with a history of protecting and advocating for the most vulnerable in the community, connecting individuals and their families with supports and services to live their best lives.
The Department of Family Services administers a wide variety of programs and services that assist children, youth, families, individuals with disabilities, and older adults with basic supports and medical needs as well as services to protect children and vulnerable adults from abuse, neglect, and exploitation. All services are delivered under state and federal mandates or under local initiatives that seek to improve family stability and increase self-sufficiency. Our vision is better health, safety, and well-being for all. Our mission is to support individuals and families in the community to live their best lives while advocating for those most vulnerable and respecting their right to self-determination.

We welcome new teammates who approach their professional careers with enthusiasm and dedication to our diverse and fast-growing county. Come be a part of something that matters.

The Loudoun County Department of Family Services is currently seeking qualified applicants who are detail-oriented, people focused and looking to work in a diverse, exciting, and fast paced environment. The Operations Assistant will provide the Department Deputy Director with administrative support for special projects, various functions, and meetings. This position will also provide information to county leadership and staff.

The Administrative Assistant's responsibilities include, but are not limited to:

• Maintain the Deputy Director's Outlook Calendar and manage department leadership meeting schedules.
• Schedule and coordinate meetings.
• Prepare agendas and other documentation for meetings.
• Compose, write and edit e-mails, draft memos, and prepare communications on the Deputy Director's behalf.
• Prepare meeting documentation for the Deputy Director, to include items such as PowerPoint slides and spreadsheets.
• Manage the Deputy Director's digital and physical files.
• Ensure follow through on the Deputy Director's action items (manage the list, timelines, and lead times).
• Coordinate and execute the Deputy Director's administrative priorities and workflow.
• Answer, evaluate, and route phone calls on behalf of the Deputy Director.
• Update resource materials and maintain a variety of manuals and procedures.
• Attend meetings and take minutes in writing or by recording device; transcribe notes; prepare final copy in accurate and appropriate format.
• Assist with onboarding of new hires.
• Facilitate input of trouble tickets for IT and phone issues.
• Place work orders for computer and facility maintenance.
• Provide verbal and written information to a wide variety of people and officials.
• Compose a variety of correspondence, reports, and memoranda from general instruction or written procedure.
• Interpret and apply department and county policies, procedures, and rules.
• Organize information and data, apply standardized formats, and produce final copy.
• Ability to establish and maintain effective relationships with employees, other departments/agencies, vendors, County and/or Court officials, and the public.
• Exercise diplomacy and tact when in contact with the public.
• Knowledge or ability to obtain knowledge of ORACLE; knowledge of computer applications, including Windows and MS Office Suite; may require knowledge of Department-related software or specialized applications or reporting tools.
• Exhibit a high customer service priority in contacts with others.
• Transcribe verbal recorded information and produce documents in prescribed formats.

High School diploma or equivalent; four (4) years of related clerical/administrative work experience with computer automated systems and office applications experience; or equivalent combination of education and experience.

• Bachelor's degree with five (5) years of related clerical/administrative work experience with at least 2 years of experience supporting an Executive or Senior level department or company leader.
• Types accurately at a rate of 45 words per minute and operate word processing software at an intermediate level.

• Pass pre-employment criminal, credit, and DMV background checks. Valid driver's license and good driving record when required for job-related duties.
• In the event of an emergency, may be required to work and may be assigned to an alternate work site to carry out duties that support the needs of the County's residents or employees.