Administrative Assistant IV

Location
FAIRFAX (FJ56), VA
Salary
$41,218.94 - $68,698.45 yr
Posted
Oct 02, 2017
Closes
Oct 16, 2017
Function
Administrative
Hours
Full Time
Plays a critical role in ensuring efficient and effective financial accounting, and procurement activities for the Health Department requiring excellent communication, customer service, problem solving, and follow-through. Examples of specific functions include:
  • Creating and monitoring purchase orders
  • Reconciling monthly financial transactions posted to the general ledger
  • Reconciling p-card charges and ensuring appropriate documentation
  • Paying invoices submitted by vendors
  • Conducting follow up with County staff and vendors when needed
  • Maintaining accurate and well-organized electronic and paper files
Other duties as assigned which may include accounts receivable responsibilities. Must be able to use Microsoft Excel, Outlook, and SharePoint extensively. 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.

Fiscal Administration

  • Approves and authorizes accounts through corporate system;
  • Monitors external accounts and resolves discrepancies;
  • Reviews and reconciles status reports.

Accounting

  • Supervises staff performing clerical accounting duties at the Asst. II and III levels;
  • Resolves problems by performing qualitative review of individual cases;
  • Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Performs petty cash custodial duties;

  • Audits clerical accounting procedures in other agencies.

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;
  • 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

  • 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);
  • Manages a small work unit;
  • 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;
  • Maintains Web pages;
  • Designs and lays out publications using specialized software packages;
  • May supervise.

Reports

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

Payroll

  • Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
  • Researches payroll issues (e.g., overtime, leave hours).
  • Interprets policies & procedures.

Personnel

  • Initiates the full range of processing for complex personnel actions;
  • Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
  • Counsels employees on basic benefit questions;
  • Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
  • Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
  • Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
  • Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
  • Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
  • Advises supervisor and provides information regarding HR policies and procedures.
  • Prepares diversity report.

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.

Personnel and Payroll

  • Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

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).

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

PREFERRED QUALIFICATIONS:
Experience in the use of FOCUS or SAP ERP system. Substantial experience with Excel (including pivot tables) Familiarity with Fairfax County or other local government financial and procurement policies and practice.

PHYSICAL REQUIREMENTS:
Work is generally sedentary. However, employee may be required to do some walking, bending, and carrying of items under 15 pounds in weight. Ability to use keyboard driven equipment. Physical requirements can be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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 711. EEO/AA/TTY.