This position performs a variety of professional financial and accounting functions, including accounts payables and accounts receivable, which requires knowledge of basic government accounting and Generally Accepted Accounting Principles. Supports the Financial Specialist I (FS-I) or Administrative Assistant V (AAV) as required. Processes agency-approved encumbrances and processing complicated operational and social services-based transactions on behalf of internal DFS customers. Coordinates with budget staff, social workers, and harmony team staff to ensure deadlines are met. Ensures proper documentation is collected, and processes invoices and receivables in a timely manner. Responds to inquiries from vendors, county agencies, staff, and residents concerning accounts payable and accounts receivable transactions or other accounting related matters. Maintains accurate and up to date files in electronic formats (FOCUS, HARMONY, SMART, VaCMS, SmartSheet). Interacts with both internal and external customers and vendors. Researches and prepares documentation for audits from local, state, or federal level. Works with Financial Specialist I (FS-I) or Administrative Assistant V (AAV) in responding to FOIA requests via the Office of County Attorney. May conduct system-to-system reconciliation of accounting transactions. Participates in financial management process review and improvement to include implementation. Duties are performed under general supervision of a Financial Specialist I (FS-I) or Administrative Assistant V (AAV).
Note: The assigned functional areas for this position include: general administrative, accounting, and/or finance.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;
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
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;
Authorizes requests for goods and services in corporate system;
Monitors contract compliance (e.g., expirations, payment terms, costs);
May act as procurement card manager.
Scheduling & Coordinating for others
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.
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).
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.
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
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.
Serves as unit expert or lead over other clerical/administrative positions.
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Maintains Web pages;
Designs and lays out publications using specialized software packages;
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.Employment StandardsMINIMUM 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).
Any combination of education, experience, and training equivalent to the following:
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to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to"…NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, child protective services check, and credit check to the satisfaction of the employer.PREFERRED QUALIFICATIONS:
- Experience working in accounts payable and accounts receivable.
- 3 years of finance related work experience.
- Experience with SAP or similar enterprise-wide systems
- Experience providing customer service.
- Experience organizing and managing digital records.
- Ability to efficiently prioritize workload and adhere to deadlines.
- Ability to clearly communicate verbally and in writing.
- Intermediate proficiency with Microsoft Office Suite applications, including Outlook, Powerpoint, Excel and Word.
- Ability to adapt to changes in a fast-paced environment.
- Ability to gather and analyze data and to generate reports.
- Ability to work both independently and within a team setting.
- Completed at least six credit hours of basic accounting principles and concepts.
Ability to lift up to 30 lbs. Ability to input, access, and retrieve information from a computer. Ability to perform repetitive hand, arm, wrist and shoulder movements. 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