Administrative Assistant

2 weeks ago

Leesburg, United States Loudoun County Full time

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

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 diverse cultural, recreational, and educational opportunities.

The mission of The Health Department is to provide health services that enhance and ensure the health of all Loudoun County residents. 

Job Summary

We are seeking a qualified, full-time Front Desk Administrative Assistant for our Environmental Health Division of the Health Department. This role is essential in providing exceptional customer service and support to Loudoun County residents and visitors seeking our services. The ideal candidate will handle front desk duties, including cash handling, permit reviews, Vital Records, and other customer-focused responsibilities.
The Front Desk Administrative Assistant plays a key role in ensuring that every visitor feels welcome and respected. This position involves a variety of administrative tasks such as collecting and compiling data, preparing forms, responding to phone and email inquiries, assisting customers with completing forms, answering routine program questions, data entry, ordering and dispensing supplies, processing mail, and maintaining databases and files. Additionally, this role supports the setup of meetings, the preparation of correspondence and documents, and the overall efficiency of the division.
We are looking for someone who can resolve issues quickly, maintain excellent working relationships, and thrive in a fast-paced, dynamic environment. The ideal candidate will also enjoy participating in special projects, training, and events. Strong verbal and written communication skills, attention to detail, and the ability to manage time-sensitive tasks independently are essential. This position operates under the supervision of the Environmental Health Customer Service Supervisor and will be based in our Environmental Health Division office located at 1 Harrison St. SE, Leesburg, VA 20175, providing day-to-day administrative support to enhance the overall service and efficiency of the Community Centers division.
Specifically, this position includes, but is not limited to, the following responsibilities: Provides Customer Service. Process and issue Vital Records Answers and transfers phone calls, screening when necessary. Orders Office Supplies and Equipment.
Handles Incoming and Outgoing Mail Coordinates Storage and Records Retrieval, inventory control and management. Facilitates the processing of permit applications. Provides administrative support for individuals or teams; records information; generates notices and maintains records. Assists with forms, editing, proofreading, submissions, and procedures. Provides support to teams within Environmental Health. Monitors copiers, scanners, printers, and fax machines used in the Department and assures all equipment is operational; arranges for regular service and/or repairs; places facility work orders for the Department. Manages booking and operations of the conference room; maintains appearance of conference room. Collection and receipt of payments for services rendered Reconciles daily receipts or accounts receivable/payable. Retrieves information as requested from records, emails, minutes, and other related documents; prepares written summaries of data when needed. The ideal candidate should have the following: Knowledge of business English, proofreading, and spelling. Excellent written and verbal communication skills. Ability to greet visitors, clients, and colleagues in a friendly and courteous manner. Understanding of clerical procedures and systems such as recordkeeping and filing. Ability to work independently and identify and solve problems. Ability to organize and prioritize work. Attention to detail. Extensive knowledge of office management systems and procedures. Proficient in Microsoft Office Suite or similar software. Ability to maintain confidential information. Hiring salary is commensurate with experience.

Minimum Qualifications

High School diploma or equivalent; three (3) years of related clerical/administrative work experience with computer automated systems and office applications experience; or equivalent combination of education and experience.

Job Contingencies and Special Requirements

Pass pre-employment background checks, including fingerprinting and DMV checks. Valid driver's license and good driving record (driving records may be reviewed annually for continued qualification); additional license if required by law for a position or assigned department.

Obtain Deputy Registrars Certification within 1 year of hire. 

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