Administrative Assistant Iii

Job Announcement

Provides administrative support to Supervised Released Services (SRS), consisting of the SRS Supervisor II (Director), SRS Supervisor I (Assistant Director) and all SRS Probation Counselors. Overall duties include maintaining unit database, updating as needed and ensuring that it is as accurate and efficient as possible; answering all incoming calls with the ability to use independent judgment concerning critical caseload information; greeting and assisting citizens, clients, and other Fairfax County agency personnel; processing all court paperwork as it comes through and filtering out to the relevant employees/units in accordance with agency practice; creating and maintaining necessary templates, and other forms, Excel spreadsheets, the Unit’s SharePoint page and Microsoft Teams team and channels, independently; and providing assistance in using Employee U (Fairfax County's Learning Management System).

Specific duties include:

• Acts as a liaison on behalf of Unit Supervisor II, Unit Supervisor I, and all SRS Probation Counselors to interpret established court related policies and procedures to provide resolution of problems if/when staff is not present.
• Periodically, this position may have to handle a crisis situation with juvenile(s) or parent(s) on site with other citizens present. In most cases, an immediate on the spot decision must be made to resolve the issue(s) in a calm, professional manner. The SRS Supervisor II is kept abreast of all issues.
• Maintains computer backup system.
• Creates templates, excel spreadsheets and other time saving forms to ensure efficient management of time for the daily workflow process.
• Maintains computer log of work order requests that require resolution, periodically, due to storms or shortage of personnel; assists off site computer personnel with testing and rebooting of computers and information gathering for computers and printers to maintain daily operation of the court's Supervised Release Services computer systems; s erves as point person for ordering appropriate supplies to keep the computer systems functioning and notifying IT of system problems if/when they occur.
• Tracks financial information by maintaining computerized records to provide Unit Supervisor II with information related to the budget.
• Analyzes information for accurate data entry to produce Microsoft Excel documents and drafts routine correspondence and memos for Unit Supervisor's signature.
• Serves as point person for ordering office supplies online and maintains budget records for all purchases.
• Completes work orders for office repairs as needed.
• Assists with other special projects and/or duties based on the needs of the unit as directed by the Director and Assistant Director.

Note: The assigned functional areas of the position are general administrative support, legal services, court services, criminal or juvenile justice, and office 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
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.

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.

Scheduling & Coordinating for Others
Maintains calendar(s);
Schedules rooms for classes, meetings, conferences, etc.;

Communication
Composes routine correspondence on behalf of the executive/work unit head.

Office Management
Provides administrative support and implements procedures;
May supervise others;
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.

Receptionist/Public Contact
Explains departmental policy/procedure but does not interpret them;
Responds to inquiries that require referencing a variety of sources and utilizing
knowledge of the department/county operations.

Word Processing/Typing
Keys/types complex documents (e.g., technical);
Proofs spelling and grammar;
Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
Compiles reports from edited drafts;
Uses macros and templates developed by others.

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).

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 the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must compete a criminal background check and Child Protective Services Registry check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Experience working in any of the following settings: Juvenile or adult justice system, probation services, police or law enforcement, social services or other human services field, or court services.
• Some experienceworking in a court or other legal environment is preferred but not required.
• At least two to less than three years of administrative support experience, to include experience in data entry, database management, composing letters, memos and emails, ordering office supplies, and records/file management.
• Exceptional written and oral skills, including providing front-line customer service.
• Experienced in handling confidential documents and information.
• Proficient in Office 365 applications (Microsoft Word, Excel, Outlook, OneDrive, Teams and SharePoint), BADGE, JSVS, JDIS, CMS, RSIS, or other data management systems.
• Experienced in using and administering a Learning Management System.

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 be able to communicate with others.
• Employee may be required to lift up to 15 pounds and operate standard office equipment.
• All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a written and/or computer proficiency 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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