Administrative Assistant III

Administrative Assistant III Print (https://www.governmentjobs.com/careers/fairfaxcounty/jobs/newprint/4504966) Apply  Administrative Assistant III Salary $43,498.00 - $72,496.11 AnnuallyLocation FAIRFAX (FJ08), VAJob TypeFT Hourly W BNJob Number24-01289DepartmentJuv & Domestic Relations CourtOpening Date05/18/2024Closing Date5/24/2024 11:59 PM EasternPay GradeS15Posting TypeOpen to General Public

Description

Benefits

Questions

Job AnnouncementThis position:

Ensures that Alcohol Safety Action Program (ASAP) office is open on time;

Receives payments from clients and enters payments in agency database and issues receipts to clients; deals with all payment related matters and set up payment arrangements with clients;

Maintains record of Restoration evaluation schedule;

Maintains file room in order;

Access Fairfax County Unified System (FOCUS) Marketplace system to order office supplies for the agency;

Participates in cross training of other staff and performs other duties in their absence; and

Performs data entry as required.

Note: The assigned functional areas for this position include general administrative assistance, legal/court services administrative assistance, and/or office management.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 DutiesUses 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 AdministrationSets 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.AccountingPrepares 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.PurchasingVerifies 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 OthersMaintains 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.CommunicationComposes routine correspondence on behalf of the executive/work unit head.Office ManagementProvides 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 AdministrativeComposes routine correspondence on behalf of the executive/work unit head.Receptionist/Public ContactSchedule appointments;Explains departmental policy/procedure but does not interpret them;Responds to inquiries that require referencing a variety of sources and utilizingknowledge of the department/county operations.Word Processing/TypingKeys/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/SoftwarePerforms data entry with some knowledge of department/work unit/program;Manipulates screens for additional entries;Generates routine reports;Creates simple spreadsheets;Maintains databases.ReportsCompiles routine factual/numerical reports using readily available information.PayrollProcesses 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.PersonnelPrepares 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/TypingBasic skills in the use of Microsoft Word.Math SkillsBasic math skills.PC SkillsBasic skills in the use of applicable Microsoft Office Suite software.CommunicationAbility to write simple documents.Information AbilitiesAbility to process and integrate complex data.Interpersonal AbilitiesAbility to establish and maintain effective working relationships with both external and internal contacts.Purchasing and AccountingAbility 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 PayrollAbility to perform routineHuman Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).Executive AssistanceAbility to maintain confidentiality and be sensitive to political issues.Employment StandardsMINIMUM QUALIFICATIONS:Any combination of education, experience, and training equivalent to the following: (https://www.fairfaxcounty.gov/hr/equivalencies-education-and-experience) (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to") Any combination of education, experience and training equivalent to 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

Must Pass the Commission of VASAP Exams after 90 days of Employment.

NECESSARY SPECIAL REQUIREMENTS:The appointee to this position will be required to complete a criminal background check, driving record check, and child protective services check to the satisfaction of the employer.PREFERRED QUALIFICATIONS:

At least three years of administrative assistant experience.

At least one year of experience working in court services or in a legal environment.

At least three years of strong front-line customer service experience including responding to customers face to face, by telephone and in writing.

Experience using the National Crime Information System (NCIC) or Virginia Criminal Information Network (VCIN)

Ability to work independently and make sound decisions.

Proficiency with Microsoft Office Suite applications (Word, Outlook, Excel, and PowerPoint) Teams, and Sharepoint.

Excellent communication skills.

At least one year of experience interpreting policies and procedures.

Knowledge of SharePoint

PHYSICAL REQUIREMENTS:Ability to lift up to 15 lbs. Ability to communicate effectively with others. Ability to use keyboard driven equipment. All duties performed with or without reasonable accommodations.SELECTION PROCEDURE:Panel interview and may include 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.#LI-JY1