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CAST Coordinator (Admin Asst III) – Fairfax County Government – Fairfax, VA

The Client Access Services Team (CAST) within the Community Services Board is hiring for multiple coordinators who will provide administrative support to clinical staff engaged in clinical services delivery throughout Fairfax County through the development of complex reports utilizing consumer service and treatment data and support functions to include production (to include reports, charts, and graphs); communication (to include internal and external audiences); event support (to include planning and execution for internal and external audiences),and scheduling and meeting management.

Research and inputs data pertaining to registration, financial subsidy reviews and updates; demographic and registration data integrity in the electronic health record, appointment scheduling, patient check-in/check-out, thorough interactions with clients and collection of information, collecting and recording fees for services rendered, internal and external customer support, troubleshooting errors, responding to patient requests for information and referrals, explaining health center policies to staff and customers; walk-in and telephone reception; building navigation. Identifies and teams with supervisors regarding identifying and implementing data management efficiencies. Assist with EHR data management; individuals served assignments, assignment closures and transfers. Must protect individuals’ confidentiality using existing state, local, and federal policies and procedures; and maintain expertise in several databases related to the EHR, insurance verifications, and revenue cycle management, as well as Microsoft Office software.

This advertisement will be used to fill multiple positions.

Schedule: This position maybe required to work evenings, weekends, and holidays. The hours can vary from 8:30 a.m. – 11:00 p.m.

Functional areas: Event meeting, meeting/scheduling management, public contact, data management

Note: To learn more about careers that make a difference, watch our video “CSB: Making a Difference in Our Community”

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

  • Uses spreadsheets or databases to organize information and produce standard reports;
  • Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
  • May approve some disbursement forms;
  • Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
  • Explains fiscal rules and procedures to employees to ensure uniform application.

Fiscal Administration

  • Sets up accounts through corporate systems;
  • Reconciles ledgers;
  • Prepares status reports;
  • Gathers data for use by others in preparing budget;
  • Prepares transfer vouchers and interfund billing;
  • Monitors external accounts for discrepancies.


  • Prepares wide variety of accounting forms;
  • Reconciles daily receipts or accounts receivable/payable;
  • Identifies discrepancies and makes corrections;
  • Collects required documents;
  • Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.


  • Verifies requests for goods and services against county contracts and funding sources;
  • Orders goods or services and follows up/resolves discrepancies and ensures delivery;
  • Authorizes requests for goods and services in corporate systems;
  • Ensures appropriate routing and approval of purchase requests.

Scheduling & Coordinating for Others

  • Maintains calendar(s);
  • Schedules meetings;
  • Makes and cancels appointments;
  • Schedules rooms for classes, meetings, conferences, etc.;
  • Coordinates audiovisual, training equipment, refreshment requests;
  • Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.


  • Composes routine correspondence on behalf of the executive/work unit head.

Office Management

  • Provides administrative support and implements procedures;
  • May supervise others;
  • Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
  • Trains and orients new employees;
  • Provides and explains relevant policies and procedures.

General Administrative

  • Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact

  • Schedule appointments;
  • Explains departmental policy/procedure but does not interpret them;
  • Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.

Word Processing/Typing

  • Keys/types complex documents (e.g., technical);
  • Proofs spelling and grammar;
  • Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
  • Compiles reports from edited drafts;
  • Uses macros and templates developed by others.

Information Systems/Software

  • Performs data entry with some knowledge of department/work unit/program;
  • Manipulates screens for additional entries;
  • Generates routine reports;
  • Creates simple spreadsheets;
  • Maintains databases.


  • Compiles routine factual/numerical reports using readily available information.


  • Processes pay adjustments;
  • Transmits on-line T&As;
  • Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
  • Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
  • Trains new employees on how to do on-line time.


  • Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
  • Provides basic new employee benefits information;
  • Explains routine personnel policies and procedures;
  • Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
  • Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

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 of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
  • Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing

  • Basic skills in the use of Microsoft Word.

Math Skills

  • Basic math skills.

PC Skills

  • Basic skills in the use of applicable Microsoft Office Suite software.


  • Ability to write simple documents.

Information Abilities

  • Ability to process and integrate complex data.

Interpersonal Abilities

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

Purchasing and Accounting

  • Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).

Personnel and Payroll

  • Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

Executive Assistance

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

Employment Standards

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

The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry, and a sanctions screening to the satisfaction of the employer. A TB screening upon hire. Additional work schedule requirements: 24/7 day a week shift for a 42.5 hour work week, with a minimum of a 12 hour break between shifts. The incumbent is considered an essential personnel.


  • Experience with and knowledge of Microsoft Office computer software, especially Word, Excel and Outlook.
  • Experience with and working knowledge of Electronic Health Records and HIPAA rules and regulations.
  • Bilingual-English/Spanish Speaking

Ability to communicate clearly with others and travel to various CSB sites to attend meetings or preform work duties; maneuver through multi-floor buildings. Ability to bend/stretch; carry up to 25lbs; and answer phones and use a keyboard driven equipment. All duties performed with or without reasonable accommodations.

Panel interview; may include exercise.

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 status as a veteran 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

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