Administrative Assistant Iv

Job Announcement

Provides office management and administrative support for the DPSC Director, the Support Services Section and the McConnell Public Safety &Transportation Operations Center (MPSTOC) General Manager. Evaluates the need for and coordinate office procedures. Leads customer service efforts for the agency; provide customer service by answering phones, taking messages, and making appropriate referrals. Acts as point of contact for on-site county and state agencies and collaborates with state and outside contractors housed at MPSTOC. Manages DPSC and MPSTOC conference rooms. Responsible for a variety of administrative duties including data entry, maintaining databases, files, and lobby space, receiving and/ or distributing mail, scheduling meetings, and copying. Designs automated spreadsheets and databases; develops statistical reports and provides a summary of results pertaining to division outcomes. Inputs, manipulates, and retrieves data using information systems. As a member of the DPSC agency, provides critical support to assist with achieving the goals and mission of the agency.

The assigned functional areas are: General office Administrative, Financial and procurement support, and/ or building management.

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
Reviews and approves disbursement forms;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Fiscal Administration
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.

Accounting
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;

Scheduling & Coordinating for others
Manages supervisor's calendar which may require negotiating time and place;
Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;
Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.

General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.

Receptionist/Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.

Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

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 simple 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 five functions.

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 three years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:

• Self-motivated team player with excellent interpersonal, oral, and written communication skills with experience working in a team environment.
• Strong organizational and time management skills with ability to multitask.
• Exhibits great attention to detail and accuracy, and experience following and interpreting policies and procedures.
• Experience coordinating the scheduling of meetings, appointments, and conference rooms.
• Experience performing data entry and generating routine reports.
• Ability to be flexible/adapt to shifting priorities with multiple interruptions.
• Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint)
• Two (2) years of experience procuring goods and services for a government organization or performing Accounts Receivable and Accounts Payable work.

CERTIFICATES AND LICENSES REQUIRED:
None

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor. Incumbent must be able to operate keyboard driven equipment. Must communicate with others. Employee may be required to lift up to 15 lbs. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; 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.

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