Administrative Assistant III

2 days left

Location
FAIRFAX (EJ33), VA
Salary
$38,462.94 - $64,104.35 Annually
Posted
Sep 10, 2018
Closes
Sep 21, 2018
Function
Administrative
Hours
Full Time

Performs a variety of financial functions using the county's FILO modules of the Fairfax County and School Unified System (FOCUS), an ERP system, including posting of cash receipts, procurement, receiving, invoice analysis, cost redistributions, accounts receivables and others. Provides high quality customer service to the library's 23 branches, technical operations and administrative departments by providing financial information, situational guidance, policy and procedure interpretation and responding to inquiries. Actively participates in and contributes to team goals. Produces informational reports for use by branches, division directors and library management.

Illustrative Duties

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.

Scheduling & Coordinating for Others
Maintains calendar(s);
Schedules meetings;
Makes and cancels appointments;

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

Office Management
Provides administrative support and implements procedures;

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

Receptionist/Public Contact
Schedule appointments;
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

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).

Employment Standards

EMPLOYMENT STANDARDS:
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).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
Experience navigating and processing transactions in and Enterprise Resource Planning system. Demonstrated technical experience using MS Office Suite applications (Word, Excel, PowerPoint, and Outlook). Must be detail-oriented, flexible, adaptable and have experience working in a team environment and possess strong communication skills both oral and written.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the positions must satisfactorily complete a criminal background check.

PHYSICAL REQUIREMENTS:
Ability to input, access, and retrieve data from a computerized database. Ability to lift boxes up to 25 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include a written exercise.

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 703-222-7314. EEO/AA/TTY.

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