Administrative Assistant V

Location
Fairfax, Virginia
Salary
$49,526.46 - $82,543.97 Annually
Posted
Oct 01, 2022
Closes
Oct 15, 2022
Ref
22-02791
Function
Administrative
Hours
Full Time
Job Announcement

Responsible for the detailed review and approval of a variety of payment vouchers in accordance with county policies and procedures. Ensure that Accounts Payable (AP) vouchers are valid, properly authorized and classified for accounting purposes. Monitors compliance with IRS 1099 rules, manages queues and prioritizes payments to ensure discounts are maximized and late fees averted. Researches and responds to inquiries from vendors and departments. Reconciles and analyzes AP transactions. Prepares correcting journal entries. Review and analyze year end accrual entries. Provides backup support to AP supervisor as needed. The successful candidate will be highly motivated individual with the ability to interpret and apply county policies and procedures. Along with being detail-oriented, organized, and possessing excellent oral and written communication skills.

Functional areas: Finance, Fiscal Administration, or Accounting

Note: Salary offer will not exceed the midpoint of the salary range $66,034.80.

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.)

Accounting
  • Performs duties requiring entry level professional knowledge of basic accounting principles;
  • Reconciles and monitors unit's accounting processes;
  • Resolves non-routine and complex problems;
  • Performs unique accounting functions that have department-wide impact.

General Executive Assistance
  • Exercises discretion in administrative policy interpretation;
  • Resolves a wide variety of operational problems requiring sound judgment.
  • Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;

Scheduling & Coordinating for Others
  • Supervises or handles the most complex, non-routine activities where consequence of error is high;
  • Verifies travel arrangements made by visitors (e.g., travel to/from hotel);

Communication
  • Explains and interprets policies as they apply to unique situations with potential legal and safety implications;

Receptionist/Public Contact
  • Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.


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 county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.

Executive Assistance
  • Ability to maintain confidentiality and be sensitive to political issues.
  • Knowledge and sensitivity to issues, priorities, protocol, etc.
Math Skills
  • Basic math skills.
PC Skills
  • Intermediate skills in the use of applicable Microsoft Office Suite software;
  • Intermediate skills in the use of agency specific software applications.
Communication
  • Ability to communicate well through written and oral means;
Information Abilities
  • Ability to gather, integrate, and analyze 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 eight functions.


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets) High school graduation and four years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and credit check to the satisfaction of the employer. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

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 Accounts Payable processes and ability to apply basic principles of accounting along with the ability to analyze transactions, make decisions on non-routine, complex items and resolve the outstanding issue.
  • Experience designing and using spreadsheets and databases to interpret and organize financial data.
  • Experience with Enterprise Resource Planning (ERP) systems, in particular SAP, as well as Microsoft Office Suite applications including Excel, Word, and Outlook.
  • Experience working under minimal supervision, prioritizing multiple tasks, and working in a fast-paced environment.

PHYSICAL REQUIREMENTS:
Ability to read data on computer monitor, operate keyboard driving equipment, communicate with others, and lift up to 15 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel Interview and may include a practical 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.

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