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Senior Administrative Specialist

2 months ago

Leesburg, Virginia, United States Loudoun County Government Full time

Thank you for considering a career with Loudoun County Government.

We require that all sections of the application be completed fully. Please note that the resume is supplementary and will not be considered if the application is incomplete or states 'see resume.'

Overview

Loudoun County is recognized as one of the most rapidly expanding counties in the nation, celebrated for its outstanding quality of life and robust economy, while honoring its historical significance. Situated 35 miles from Washington DC, Loudoun County presents a rich array of cultural, recreational, and educational opportunities.


The Department of Family Services is dedicated to empowering individuals and families within the community, advocating for the most vulnerable, and respecting their autonomy. We value the skills, dedication, and contributions of our employees, volunteers, and community partners, and we are committed to our mission and values that guide our organizational culture.

Position Summary

The Loudoun County Department of Family Services is in search of a dynamic Senior Program Assistant to become a vital member of our Internal Operations Team. This role is crucial for ensuring the department's smooth operation, providing essential support to staff, and enhancing the effectiveness of programs designed to uplift our community.


The Internal Operations Team is focused on optimizing departmental functions, which allows for effective community service delivery. They emphasize attracting and retaining exceptional talent through strategic hiring, comprehensive training, and cultivating a positive workplace atmosphere. This approach ensures a skilled and engaged workforce. They are dedicated to maximizing resources, including budget management and staff expertise, to provide impactful community services. Compliance with all relevant regulations is paramount, ensuring that our programs are safe, ethical, and uphold the highest standards. Fiscal responsibility is a priority, enabling the department to manage its finances effectively and sustain essential services within budgetary constraints.


The Senior Program Assistant will undertake confidential, high-level administrative responsibilities in support of the Assistant Director. Key responsibilities include:

  • Overseeing the Assistant Director's calendar, including scheduling appointments and prioritizing sensitive matters.
  • Supervising other Administrative Assistants within the Division.
  • Delivering prompt and courteous customer service to County staff, vendors, citizens, and visitors; directing inquiries to the appropriate personnel.
  • Acting as a backup Office Automation Coordinator, managing the inventory of computer assets.
  • Preparing and monitoring accounts payable documents, including requisitions, change orders, direct payments, travel expenses, and managing document scanning and receipt.
  • Supporting departmental programs through special projects, various functions, and meetings.
  • Serving as a liaison between the Assistant Director and organizational staff, other government employees, external organizations, and the public.
  • Managing program data within databases and spreadsheets.
  • Facilitating communication between the Assistant Director and other staff members.
  • Coordinating meetings, including scheduling, sending reminders, preparing agendas, and organizing catering and room arrangements as needed.
  • Exercising discretion and independent judgment in handling complex administrative tasks.
  • Providing administrative support, including drafting, editing, and preparing emails, memos, letters, presentation slides, and other documents on behalf of the Assistant Director.
  • Maintaining accurate and comprehensive records.
  • Staying informed on internal policies and procedures.
  • Placing work orders for computer and facility maintenance.
  • Performing additional duties as assigned.

Salary will be commensurate with experience.

Qualifications

Applicants must possess a high school diploma or equivalent, along with four (4) years of relevant clerical or administrative experience, including proficiency with computer automated systems and office applications, or an equivalent combination of education and experience.

Job Requirements

Successful candidates must pass a pre-employment criminal background check (and may require a credit and/or DMV check based on the assigned program area). A Notary Public certificate must be obtained within 30 days of hire if required for job-related duties.