Administrative Assistant

Loudoun County Government has been named one of Forbes' 2025 Best Large Employers! We're proud to be recognized nationally for our commitment to employee satisfaction and excellence in public service. At Loudoun County, we bring together talented professionals from all backgrounds to make a meaningful impact in a dynamic, growing community - that's The Loudoun Difference.

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.

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Are you ready to start or reignite your career in local government and use your talents to make a meaningful community impact? Join Loudoun County Government and put your passion for managing multiple office systems to work-apply today! The Youth Services Department is seeking an experienced Administrative Assistant to join our newly reorganized team. This position will play an essential role in strengthening administrative and operational processes while supporting professionals dedicated to providing meaningful services and achieving positive outcomes for youth and families.

This is an exciting opportunity to join a forward-thinking, motivated team that embraces innovative approaches and uses data to inform leadership, strengthen decision-making, and enhance service delivery. The Youth Services Department is committed to providing a comprehensive continuum of care for vulnerable youth and emerging adults through programs that promote healthy and responsible behavior, personal accountability, family engagement, and strong community connections.

The Department advances its mission through services and operations based at its administrative office in Ashburn, Virginia, and the Youth Services Center in Leesburg, Virginia.

Under general direction, the Administrative Assistant performs complex administrative, customer service, project, and special program support. The position provides specialized administrative assistance in areas such as human resources, payroll, purchasing, accounts payable, budget tracking, and departmental operations.

Key responsibilities include: Providing comprehensive administrative and operational support to assigned programs and staff; Monitoring and tracking departmental expenditures, budgets, invoices, and purchasing activities; Processing and coordinating purchasing and supply orders in accordance with County policies and procedures; Providing administrative support related to human resources, payroll, accounts payable, and other personnel functions; Coordinating maintenance requests and following up to ensure timely resolution.; Maintaining accurate files, records, reports, and other departmental documentation; Coordinating meetings, schedules, correspondence, and other administrative activities; Providing professional and responsive customer service to internal and external stakeholders; Supporting special projects, programs, and departmental initiatives as assigned; Applying knowledge of departmental programs and operations to resolve issues, coordinate services, and support effective workflow; Providing task direction to volunteers, interns, temporarily restricted-duty employees, or other assigned personnel when needed.

The successful candidate will demonstrate strong organizational skills, attention to detail, sound judgment, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The position requires the ability to work independently, exercise discretion, maintain confidential information, and develop a thorough understanding of the programs and operations supported.

Essential Job Functions

• Reconciles accounts and expenditures against purchase orders. Communicates with vendors to confirm purchase orders have been processed and responds to vendor inquiries regarding purchasing transactions.
• Coordinates meetings, including scheduling, room reservations, materials, and other logistical arrangements as needed.
• Prepares requisitions for office supplies, equipment, and services and coordinates orders in accordance with established procedures.
• Provides courteous, timely, and professional customer service to County staff, vendors, citizens, and other visitors. Directs inquiries to the appropriate staff.
• Answers and evaluates incoming calls to determine the nature of the request and directs callers to the appropriate staff for assistance.
• Receives, opens, and date-stamps and distributes incoming mail and correspondence; and prepares outgoing departmental mail for scheduled pickup.
• Processes procurement card payments. Maintains required procurement card records, reconciles transactions in accordance with established policies and procedures, conducts audits of procurement card purchases, and manages the department's procurement card inventory.
• Coordinates the transfer and storage of departmental records to an off-site records facility. Maintains accurate documentation of stored files and facilitates records retrieval as needed.

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.

Pass pre-employment criminal background, DMV and credit checks. Have or obtain a Notary Public certificate within 30 days of hire (if/when required for job-related duties).

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Equal Employment Opportunity

Loudoun County Government prides itself on fostering a diverse and inclusive workplace that promotes employee wellness and work-life balance. As an equal opportunity employer, we consider all qualified applicants regardless of age, color, disability, gender identity, genetic information, national origin, political affiliation, race, religion, sex, sexual orientation or other non-merit factors.

Reasonable Accommodation

Applicants who wish to request a reasonable accommodation during the recruitment process should call Human Resources directly at

703-777-0213 or email Human Resources.