Administrative Assistant Iii

Job Announcement

Oversees the department's office supply procurement activities for over 40 locations. Reviews procurement items and packing slips. Records each transaction into an Excel spreadsheet. Reconciles against internet account report and the County's FOCUS (SAP-based) system for accuracy or discrepancy in payments. Provides assistance to various locations in processing orders or problem solving if items are not received or returns are necessary. Responsible for the agency fuel credit card program; reviews each voucher for accuracy and verifies necessary receipts for each transaction in order for the Department of Vehicle Services (DVS) to reconcile the account. Answers fuel credit card related questions and acts as the department's liaison with DVS to solve problems. In order to meet the department's goals and requirements, reviews each invoice or payment request and initiates a payment document. May be responsible , as needed, for processing credit card payments for the department, initiating minimal non-P.O. payments, and making payments against reservations or Direct Payment Voucher (VP). Participates as needed in monthly financial reconciliation process, in accordance with the county's complex procurement and financial procedures in the area of accounts payables. Duties are performed under minimal supervision of the Financial Specialist III.

The assigned functional areas of this position are: Fiscal Administration, Accounting and/or Purchasing.

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.

Fiscal Administration

• Sets up accounts through corporate systems;
• Reconciles ledgers;
• Prepares status reports;
• Gathers data for use by others in preparing budget;
• Prepares transfer vouchers and Interfund billing;
• Monitors external accounts for discrepancies.

Accounting

• 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.

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.

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.

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).

PREFERRED QUALIFICATIONS:
Basic skills in the use of Microsoft Office Suite computer software, especially Word, Excel, and Outlook. Two years of experience involving procurement of materials and/or equipment. Knowledge of procurement procedures and accounts payable process. Ability to communicate orally and in writing; process and integrate complex data; and establish and maintain effective working relationships with both external and internal contacts.

CERTIFICATES AND LICENSES REQUIRED:
Driver's license (required)

NECESSARY SPECIAL REQUIREMENTS:
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.
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:
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. 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 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. DHREmployment@fairfaxcounty.gov . EEO/AA/TTY.