Administrative Assistant IV

International Downtown Association; Fairfax (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

Fairfax County Government is seeking to fill a role within the Delinquent Collections Team. The position supports tax and non-tax collections, coordinating with a collection agency to recover delinquent accounts and handling research, payment plans, and legal action recommendations.

Responsibilities include public-facing communication, data reporting, and back-up cashiering and call center support. A background check is required and a flexible schedule is needed to address peak periods.

Qualifications

• High school graduation and three years of experience providing administrative support.
• Knowledge of county and departmental administrative guides.
• Ability to complete criminal background check.
• Flexible schedule with overtime during peak seasons or as needed.
• Experience in administrative support in an office environment is preferred.

Responsibilities

• Perform delinquent debt collection activities including skip-tracing, research, payment plans, and set-off debt reviews.
• Explain policies and coordinate with internal/external contacts to ensure timely information exchange.
• Prepare routine reports and maintain confidentiality of data.
• Answer inquiries and provide customer service at the counter and via phone/email.
• Collaborate with the collection agency and other agencies as needed.

Skills

Administrative support

Customer service

Interpersonal communication

Analytical/problem-solving

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

Outlook

Word

Job description

Job Announcement

: Serves as part of the Delinquent Collections Team (tax and non-tax). Working together with the collection agency, performs collection activities to recover delinquent property taxes, license taxes, food and beverage taxes, and other miscellaneous taxes and receivables administered by the Department of Tax Administration (DTA). Duties consist of all collection functions, including but not limited to, skip-tracing, conducting research, arranging payment plans, handling set-off debt claims, and reviewing/authorizing legal action recommendations from the collection agency related to referred delinquent accounts. Establishes and maintains effective working relationships with both external and internal contacts. Serves as liaison between DTA, partner agencies at the state and local levels, and third-party collection vendors to ensure the timely and accurate exchange of information or action concerning delinquent accounts. Effectively corresponds with citizens and co-workers through accurate and complete written and verbal communications that meet both department and county needs. Explains the statutory requirements and internal policies for assessing and collecting delinquent property taxes, license taxes, food and beverage taxes, and other miscellaneous taxes and receivables administered by DTA. Serves as back‑up to the Cashiering and Central Telephone Sections as needed by assisting taxpayers in person at the customer service counter and answering inbound calls. Meets defined departmental productivity standards and maintains confidentiality regarding all systems and data. Provides critical support in other sections throughout the agency. Performs other related duties as assigned.

Note: The assigned functional areas of the position include general administrative support, debt collection, and customer service.

Illustrative Duties

: (The illustrative 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

• 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.

Accounting

• Resolves problems by performing qualitative review of individual cases;

Scheduling & Coordinating for others

• Determines what confidential information can be disseminated and to whom;

Communication

• 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).

General Administrative

• Prepares non‑routine responses to correspondence;

Receptionist/Public Contact

• 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.

Reports

• Prepares routine reports and statistics based on information compiled from various sources;

• Determines report format and elements.

Required Knowledge Skills and Abilities

: (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.

Math Skills

• Basic math skills.

Word Processing/Typing

• Intermediate skills in use of applicable Microsoft Office Word.

PC Skills

• Intermediate skills in the use of applicable Microsoft Office Suite software;

• Intermediate skills in the use of agency specific software applications.

Communication

• Ability to communicate well through written and oral means.

Information Abilities

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

Interpersonal Abilities

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

Executive Assistance

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

Employment Standards

MINIMUM QUALIFICATIONS:

Any combination of education, experience and training equivalent to 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 to the satisfaction of the employer.

• Additional Work Schedule Requirements: This position requires a flexible schedule, including the ability to work overtime during peak seasons or as business needs demand.

PREFERRED QUALIFICATIONS:

• 3 or more years of experience providing administrative support in the assigned functional areas.
• 3 or more years of experience providing administrative support in an office environment.
• 3 or more years of experience providing front‑line customer service, which includes responding to internal and external customer inquiries face‑to‑face, by telephone, and in writing.
• 3 or more years of experience collecting delinquent debt.
• Strong interpersonal skills and the ability to create and maintain positive working relationships.
• Ability to work independently and in a team, manage time, multi‑task, and prioritize.
• Clear and concise oral and written communication skills.
• Ability to exercise tact, discretion, initiative, and creativity.
• Strong analytical, problem‑solving, and decision‑making capabilities.
• Intermediate proficiency in Microsoft Office applications such as Excel, Outlook, and Word.

PHYSICAL REQUIREMENTS:

Job is generally sedentary in nature; however, employee may be required to do some walking, standing, bending, and carrying of items under 10 lbs. Ability to input, access, and retrieve information from a computer. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include exercise.

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.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. TTY 703-222-7314. [e-mail] EEO/AA/TTY.

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