Administrative Assistant III-Community Health Services

7 days 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 county 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

The Loudoun County Health Department (LCHD) is seeking a talented and highly motivated individual to join our team as an Administrative Assistant. This role supports the Community Health Services division and reports directly to the Deputy Director/Medical Director at our Ashburn, Virginia office. Core work hours are Monday-Friday, 8:30 to 5:00

In this role, you will be responsible for handling complex administrative, customer service, project, and special program support tasks. This includes purchasing and administrative support under the guidance of the Deputy Director/Medical Director. Responsibilities will involve a variety of administrative duties such as data collection, budget tracking, procurement, supply ordering, research, grant management/monitoring, maintenance coordination, filing, scheduling, and overseeing operational functions within the Community Health Services Division.

Responsibilities include but are not limited to:

Coordinate meetings, presentations, catering and other event logistics. Order office supplies and equipment, maintaining adequate inventory levels. Provide exceptional customer service to clients, staff, and visitors. Direct incoming calls to appropriate personnel and handle inquiries effectively. Manage incoming and outgoing mail with accuracy and efficiency. Coordinate storage and retrieval of records, ensuring organizational standards. Maintains and tracks data using spreadsheets and/or databases; maintains statistics and documents. Provides administrative support for individuals or teams; records information; generates. notices; and maintains records. Provides assistance with forms, editing, proofreading, submissions, and procedures. May provide project management support to teams within Community Health Services. Monitor office equipment such as copiers, scanners, printers, and fax machines; arrange for maintenance and repairs as necessary. Track usage and scheduling of motor pool vehicles; update rental calendar regularly. Conduct research to maintain database accuracy and support community initiatives. Manage conference room bookings, ensuring readiness for meetings and events. Verify requests against County contracts and funding sources for accuracy. Reconcile daily receipts and handle accounts receivable/payable tasks as required. Performs other duties as assigned.
The ideal candidate should possess outstanding oral and written communication skills including expertise in proofreading and spelling to effectively engage with culturally diverse populations. Proficiency in Microsoft Office Suite is vital for efficient task execution and making valuable contributions to the team.

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.

Preferred: Customer service and medical office experience Bilingual skills in Spanish/English.

Job Contingencies and Special Requirements

The successful candidate will undergo a criminal, fingerprint, credit, and driving background check. 

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