Administrative Assistant Iii

Location
Fairfax, Virginia
Salary
$41,253.89 - $68,755.86 Annually
Posted
Aug 06, 2022
Closes
Aug 13, 2022
Ref
22-02235
Function
Administrative
Hours
Full Time
Job Announcement

Provides routine administrative support to the Therapeutic Recreation Services (TRS) business area. Oversees biweekly payroll process, business area procurement card (credit card) process, and office supply ordering. Manages TRS front desk must answer line and provides direct customer service for all customers that call or walk into the office. Oversees the hiring paperwork process for seasonal program staff, and supports the onboarding process of program volunteers. Maintains staff and participant records, assists with ensuring all licensing requirements are met and staff training requirements are up to date. Designs automated spreadsheets and databases; develops statistical reports and summaries; and inputs, manipulates, and retrieves data using information systems. Interacts with county staff, citizens and public officials and responds to inquiries. Drafts routine correspondence and responses for information. Helps to develop and maintains the Therapeutic Recreation Activities Centralized Electronic Registration System (TRACERS) database in support of TRS programs. Supports customer financial transactions and processes all customer refunds via county's financial platform. Responsible for intake of program registrations, supporting customers in creating and updating electronic accounts and working with clients to find appropriate program placement or referral to other county/community programs. Duties performed under general supervision of the Therapeutic Recreation Services Program Manager.

Assigned functional areas: general financial duties, purchasing, receptionist/public contact, information systems/software, reports, payroll

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 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

MINIMUM QUALIFICATIONS:
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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check and a check of the Child Protective Services to the satisfaction of the employer.

All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs may be subject to a weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.

PREFERRED QUALIFICATIONS:
  • Experience with payroll and hiring processes, database management; developing statistical reports; and providing purchasing support.
  • Experience and proficiency with Microsoft Office Suite software or similar PC-based spreadsheet, word processing, database and presentation software packages.
  • Good written and oral communication skills and basic math skills.
  • Ability to pay attention to detail.

PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature. However, incumbent may be required to do some walking, standing, bending, and carrying items up to 25 pounds. Ability to operate keyboard-driven equipment. Ability to communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel Interview and may include a practical 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 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. EEO/AA/TTY.

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