Performs a variety of financial and accounting functions using the Fairfax County's financial system. Provides a high-level of customer service to the library's 23 branches, technical operations, and administration services by initiating contact, requesting feedback and providing quality assistance in a timely manner. Actively participates and contributes to the overall success of the financial service division team. Performs other duties as may be assigned to further the goals and objectives of the Fairfax County Public Library (FCPL). Note:
The assigned functional areas of the position are general administrative support, accounting, finance, and customer service.
This job announcement will be used to fill multiple current full-time Administrative Assistant III vacancies and may be used to fill future vacancies. Hourly Rate:
The selected applicant's starting hourly rate will be in the minimum to midpoint range ($19.8336 - $26.4443) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees. Schedule:
Scheduling flexibility is imperative. Occasional overtime may be required. The schedule may vary depending on the needs of the library.
To learn more about a career with Fairfax County Public Library, watch our video " Library Staff Share Why They Love Working at the Library
". 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.
Sets up accounts through corporate systems;
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.
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.
Performs data entry with some knowledge of department/work unit/program;
Manipulates screens for additional entries;
Generates routine reports;
Creates simple spreadsheets;
Compiles routine factual/numerical reports using readily available information.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.
Basic skills in the use of Microsoft Word.
Basic math skills.
Basic skills in the use of applicable Microsoft Office Suite software.
Ability to write simple documents.
Ability to process and integrate complex data.
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).Employment StandardsMINIMUM 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:
NECESSARY SPECIAL REQUIREMENTS:
- Experience navigating and processing transactions with SAP or a similar Enterprise Resource Planning system.
- Demonstrated experience performing financial functions, such as procurement, reconciliation, accounts receivable, accounts payable, and/or bank reconciliation.
- Experience entering, modifying, and extracting data from an automated database and/or web-based online application in order to generate reports.
- Demonstrated technical experience using Microsoft Office Suite applications (i.e., Word, Excel, PowerPoint, and Outlook).
- Must be detail-oriented, flexible, adaptable and have experience working in a team environment; and possess strong communication skills both oral and written.
- 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 must satisfactorily complete a criminal background check.
- Occasional overtime may be required.
Job is generally sedentary in nature, however ability to walk, stand, sit, climb stairs, reach, and bend are required. Ability to use hands to grasp, handle, and feel. Visual acuity is required to read and input data on PC. Incumbent must be able to operate keyboard driven equipment. Ability to communicate with others verbally and in writing. Ability to lift up to 25 pounds. All duties performed with or without reasonable accommodations.
Panel interview and may include a practical and/or written exercise.
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.