Administrative Assistant Ii

Job Announcement

Provides confidential and sensitive administrative duties to the Central Records Division - Quality Control Section. Provides data entry and quality assurance for extracting processing, recording, and reporting accidents, arrests, citations, and incident-based reporting made by a police officer. Ensures the timeliness and accuracy in processing various law enforcement documents and ensuring the proper review and approval has been conducted by the supervisor according to statutes and laws. Interacts with a wide array of customers to include attorneys, federal agents, and law enforcement officers. Will be responsible for researching and providing dissemination of criminal records. In addition, the responsibilities include redacting records and retrieving information from multiple database systems, the Records Management System (RMS), the Computer-Aided Dispatch (CAD) system and from the Virginia State Police system. Must have strong communication and customer service skills, the ability to work in a team environment and independently with minimum supervision. Performs additional duties and responsibilities as required by the managers and supervisors.

The assigned functional area of this position are Records Management and General Office Administration.

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

• Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
• routing and approval;
• Compiles and maintains daily and weekly totals, reports, and financial statements;
• Reconciles statements;
• Establishes, revises, and maintains accounting documents and files.

Fiscal Administration

• Performs data entry into corporate system, e.g., routine posting and billing.
• Reviews completed forms for accuracy and completeness;
• May perform inquiries in internal and external databases to determine discrepancies.

Accounting

• Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
• Performs basic calculations.

Purchasing

• Orders, inventories, receives, and/or shelves routine supplies;
• Reviews invoices/packing slips to ensure shipment is correct and follows up on
• discrepancies;
• Tracks expenditures.

Scheduling & Coordinating for Others

• Notifies all participants of meetings and other functions in advance;
• Schedules routine meetings.

Communication

• Produces and electronically distributes simple documents (e.g., flyers).

Office Management

• Maintains a system for tracking the progress of work;
• Orients new employees on procedures and systems.

General Administrative

• Performs alpha and/or numeric filing;
• Performs simple screening and sorting of mail;
• Is responsible for sending dated material.

Receptionist/Public Contact

• Refers calls;
• Greet visitors;
• Gives standard information in response to phone or in-person inquiries;
• Acts as back up to other administrative positions.

Word Processing/Typing

• Keys/types form letters, labels, simple documents, and correspondence;
• Proofs spelling.

Information Systems/Software

• Performs data entry into multiple screens.

Payroll

• Verifies employment on a countywide basis;
• Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
• T&A).

Personnel

• Types forms;
• Updates personnel data;
• Sets up agency personnel files;
• Prints out and distributes personnel documents;
• Files critical records (e.g., performance evaluations, PARS).

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

• Knowledge of a variety of standard office procedures;
• Knowledge of specific unit terminology;
• Knowledge of work done in related departments.

Communication

• Ability to read and comprehend relevant documents.

Information Abilities

• Ability to process and integrate simple data.

Interpersonal Abilities

• Ability to establish and maintain effective working relationships with both external
• and internal contacts.

Purchasing and Accounting

• Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.

Personnel and Payroll

• Understanding of the basic PRISM functions;
• Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.

Word Processing/Typing

• Basic skills in the use of Microsoft Word.

PC Skills

• Basic skills in the use of applicable Microsoft software.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:
Detailed-oriented, organized and experienced with databases and Record Management Systems (RMS).

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.
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.

PHYSICAL REQUIREMENTS:

Employment is contingent on completion of a successful background investigation. The employee is subject to random drug testing. Ability to input, access, and retrieve information from a computer. Ability to lift up to 10 lbs. All duties 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 status as a veteran 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. DHREmployment@fairfaxcounty.gov . EEO/AA/TTY.