Administrative Assistant Iii

Location
Fairfax, Virginia
Salary
$41,253.89 - $68,755.86 Annually
Posted
Sep 10, 2022
Closes
Sep 24, 2022
Ref
22-02550
Function
Administrative
Hours
Full Time
Job Announcement

This is an exciting time to join the Fairfax Commonwealth’s Attorney’s Office, as the office embarks on an ambitious criminal justice reform agenda amidst the ongoing national conversation on race and the legacy of racism in the criminal justice system. After taking office in January 2020, Commonwealth’s Attorney Descano’s initiatives have included restructuring the office to produce accountability around reforms, issuing a comprehensive policy to address mass incarceration, and the formulation of a Justice Advisory Council, among others. His passion for reform and creating an atmosphere of diversity and fairness within the office has prompted the office to seek team members with a passion for criminal justice reform and working to address racial and socioeconomic disparities in the local justice system. The Office seeks to foster a culture of inclusion and diversity, with team members who are eager to take meaningful action to spearhead and institutionalize equity initiatives.

The Administrative Assistant III performs clerical and administrative duties of a legal secretarial nature and serves as the main office receptionist. Further duties include but are not limited to:

  • Uses an online case management program.
  • Assists o thers with computer related questions and issues that may arise.
  • Interacts daily with various law enforcement agencies, courts, and the public.
  • Maintains proficient knowledge in most areas of the office, enabling assistance/back-up to other administrative assistants, including but not limited to misdemeanor appeal cases, preliminary hearing cases, circuit court dockets and extraditions.
Note: The assigned functional areas of this position are general administrative support, legal services, court services, criminal justice, 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
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.

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;
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.

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).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
  • Knowledge of the court system.
  • Two (2) years of experience providing administrative support in a legal, court services, or law enforcement environment.
  • Strong customer service skills, to include servicing internal and external customers.
  • Experience using an online (legal or law enforcement) case management software.
  • Advanced knowledge of Microsoft Office Suite applications (Word and Outlook), Foxit, and IT equipment (lap tops, PC).
  • Ability to work in high-volume, fast-paced office environment.
  • Notary Public.

NECESSARY SPECIAL REQUIREMENTS:
  • 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.
  • The appointee to the position will be required to complete a background check and credit check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Duties are generally sedentary in nature, however, visual acuity is required to read data on computer monitor. Must be able to operate keyboard driven equipment. Must communicate with others. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel Interview.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) 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. EEO/AA/TTY.

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