Administrative Assistant Iii

Job Announcement

Serves as an administrative assistant to the Commander of Administrative Support Bureau other bureaus and divisions as directed . Located at the Public Safety Headquarters facility, 12099 Government Center Parkway, Fairfax Virginia 22035. Processes correspondence: schedules tasks, prepares and/or writes reports; proofs memoranda and letters within required timeframes and maintains files. Maintains records of incoming and outgoing correspondence and assignments. Reviews time and attendance records for the Bureau bi-weekly in TeleStaff, ensuring all time and attendance records are complete and submitted in compliance with rules. Provides a high-level of customer service assistance. Handles other tasks as required.

The assigned functional areas of this position are Records Management, and General Administrative duties.

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.)

Purchasing
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
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.

Word Processing/Typing
Keys/types complex documents (e.g., technical);
Proofs spelling and grammar;
Compiles reports from edited drafts;

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.

Payroll
Processes pay adjustments;
Transmits on-line T&As;
Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;

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.

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 :
Driver's License

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 this position will be required to complete a criminal background check, credit check, and driving record check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Proficient skills in writing, editing, and grammar.
• Experience using Microsoft Office Suite computer applications.
• FOCUS/HCM experience.
• Strong decision-making skills.
• Self-motivated and able to work independently.
• Must have demonstrated strong communications and customer service experience.

PHYSICAL REQUIREMENTS:
Work requires the ability to operate keyboard-driven equipment and to sit for long periods. Employment contingent on completion of background investigation and employee is subject to random drug testing. A ll duties may be performed with or without reasonable accommodations.
SELECTION PROCEDURE:
Panel interview and may include 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.