Administrative Assistant IV

Are you a high-performing, collaborative leader looking to feel valued in a rewarding career with great benefits and a highly talented team? This position plays a key role in ensuring the smooth, consistent, and efficient operation of daily administrative processes across the CSB system. The role provides direct supervision and leadership to administrative staff who support clinical teams delivering services to consumers.

This role requires the ability to respond with professionalism, empathy, and sound judgment in high-stress situations, including interactions with individuals experiencing heightened emotional distress. The incumbent consistently applies a calm, respectful, and trauma-informed approach that prioritizes dignity, de-escalation, and supportive engagement. Serves as a trusted point of contact for consumers, clinicians, and external partners, responding to inquiries related to client records and administrative procedures in full compliance with CSB, federal, state, and county confidentiality requirements.

Key Responsibilities of the Role:

• Oversees revenue cycle management, including client check-in, check-out, and registration processes, to ensure a welcoming and efficient experience
• Manages client registration and pre-registration activities with accuracy and attention to detail
• Ensures timely and accurate client service data entry in accordance with organizational standards
• Ensures CSB financial and reimbursement policies and procedures are followed and maintained
• Supervises cashiering functions, including client balance inquiries and payment processing
• Maintains accountability for cash drawer reconciliation and related financial procedures
• Coordinates and oversees annual client updates to ensure compliance and data integrity
• Promotes a high standard of accuracy, efficiency, and exceptional customer service across all administrative functions
• Schedules and monitors required and optional organizational and staff development activities, with an emphasis on revenue cycle management and customer service excellence.

Administrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

General Financial Duties

• Reviews and approves disbursement forms;
• Recommends changes to agency/work unit administrative policies, procedures and methods;
• Uses existing spreadsheets and databases to interpret and organize resource information;
• Provides customized reports to analysts or others in the unit.

• Approves and authorizes accounts through corporate system;
• Monitors external accounts and resolves discrepancies;
• Reviews and reconciles status reports.

• Supervises staff performing clerical accounting duties at the Asst. II and III levels;
• Resolves problems by performing qualitative review of individual cases;
• Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

• Audits clerical accounting procedures in other agencies.

• Researches and recommends equipment/vendors and prices;
• Determines substitutes for supplies and low value equipment;
• Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
• Authorizes requests for goods and services in corporate system;
• Monitors contract compliance (e.g., expirations, payment terms, costs);
• May act as procurement card manager.

• Manages supervisor's calendar which may require negotiating time and place;
• Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
• Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
• Independently makes and cancels meetings depending on the subject and attendees;
• Determines what confidential information can be disseminated and to whom;
• Arranges for special room or equipment needs and/or multiple locations & individuals;
• Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
• Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.

• Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
• Coordinates data collection and provides information to others including executive/work unit head;
• Explains policies of the functional area (e.g., purchasing, travel, and leave).

• Performs/supervises several administrative functions (e.g., records management, reception);
• Manages a small work unit;
• Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
• Notifies relevant individuals of work progress and inquires as to its status.

• Develops filing systems (paper and/or electronic);
• Develops internal mailing processes and procedures;
• Prepares non-routine responses to correspondence;
• May supervise general administrative functions.

• Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
• Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

• Develops macros;
• Serves as unit expert or lead over other clerical/administrative positions.

• Develops macros;
• Creates and maintains databases;
• Generates unique reports;
• Creates complex spreadsheets for work unit;
• Diagnoses and resolves simple software/hardware problems;
• Maintains Web pages;
• Designs and lays out publications using specialized software packages;
• May supervise.

• Prepares routine reports and statistics based on information compiled from various sources;
• Determines report format and elements.

• Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
• Researches payroll issues (e.g., overtime, leave hours).
• Interprets policies & procedures.

• Initiates the full range of processing for complex personnel actions;
• Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
• Counsels employees on basic benefit questions;
• Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
• Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
• Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
• Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
• Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
• Advises supervisor and provides information regarding HR policies and procedures.
• Prepares diversity report.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
• Position may require knowledge of basic principles and methods of a technical or professional field.

• Basic math skills.

• Intermediate skills in use of applicable Microsoft Office Word.

• Intermediate skills in the use of applicable Microsoft Office Suite software;
• Intermediate skills in the use of agency specific software applications.

• Ability to communicate well through written and oral means.

• Ability to gather, integrate, and analyze simple data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.

• Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

• Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following:(Click on the aforementioned link to learn how Fairfax County interprets equivalencies)
High school graduation and three years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

PREFERRED QUALIFICATIONS:

• 1-2 years of supervisory experience, including performance management and/or personnel responsibilities
• Experience working in a behavioral health, safety-net, or human services environment serving diverse populations
• 1-2 years of experience managing and training standard operating procedures (SOPs) for front-desk operations, financial intake, insurance verification, and call-management workflows
• 3 or more years of experience working with electronic health record systems, HIPAA compliance, and Medicaid/insurance processes

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian/Pacific Islander, Indo-European, and many others.) We encourage candidates who are bilingual in English and another language to apply for this opportunity.