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Administrative Assistant III

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Administrative Assistant III

Salary

$44,368.06 - $73,946.08 Annually

Location

FAIRFAX (EJ27), VA

Job Type

FT Hourly W BN

Job Number

24-02873

Department

Family Services

Opening Date

12/14/2024

Closing Date

12/20/2024 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

Provides day to day administrative support for facilities and emergency management areas within the logistics program. Accurately enters data and information into appropriate databases and spreadsheets. Receives, submits, tracks, and follows-up on facility work orders. Escorts and monitors vendors performing basic facility functions. Prepares a variety of documents for routing and approval. Orders, inventories, receives, delivers, and shelves routine supplies. Responds to general inquiries from staff about facilities and emergency management. Maintains files. Copies and compiles documents and other materials.

Note: The assigned functional areas of this position are general office administration, office management, and/or 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

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.

Accounting

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.

Purchasing

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.

Communication

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.

Reports

Compiles routine factual/numerical reports using readily available information.

Payroll

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.

Personnel

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.

Communication

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 routineHuman 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

MINIMUM QUALIFICATIONS:

Any combination of education, experience and training equivalent to (https://www.fairfaxcounty.gov/hr/equivalencies-education-and-experience) high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:

Valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:

The appointee to this position will be required to complete a criminal background check, a driving record check, and a Child Protective Services Registry check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Ability to exercise good judgment and critical thinking skills.

• Experience gathering and analyzing data.

• Excellent oral and written communication and interpersonal skills.

• Strong organizational skills and attention to detail.

• Intermediate proficiency using Microsoft Office Suite (Word, Excel) and other software applications.

• Ability to work independently and in a team environment.

• Basic knowledge of facility operations.

• Experience inputting and maintaining accurate inventory of items through an inventory management system.

PHYSICAL REQUIREMENTS:

Ability to stand, stoop, bend, stretch, walk, climb, sit, kneel, crouch, reach, crawl, lift and handle materials with manual dexterity. Ability to lift up to 25 lbs. Ability to input, access, and retrieve information from a computer. Visual acuity to review detailed drawings, plans and documents. Ability to travel to various locations throughout Fairfax County to provide coverage, attend meetings and trainings. Ability to communicate clearly and concisely both orally and in writing. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel Interview and may include a practical exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) ) and we encourage candidates bilingual in English and a foreign language to apply to 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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