Administrative Assistant III

Location
FAIRFAX (EJ28), VA
Salary
$38,462.94 - $64,104.35 Annually
Posted
Jan 14, 2019
Closes
Jan 28, 2019
Function
Administrative
Hours
Full Time

Oversees the department's office supply (Independent Stationers) procurement activities for over 40 locations. Reviews procurement items and packing slips. Records each transaction into an Excel spreadsheet. Reconciles against internet account report and the county's FOCUS (SAP-based) system for accuracy or discrepancy in payments. Provides assistance to various locations in processing orders or problem solving if items are not received or returns are necessary. Responsible for the agency fuel credit card program; reviews each voucher for accuracy and verifies necessary receipts for each transaction in order for the Department of Vehicle Services (DVS) to reconcile the account. Answers fuel credit card related questions and acts as the department's liaison with DVS to solve problems. In order to meet the department's goals and requirements, reviews each invoice or payment request and initiates a payment document. May be responsible, as needed, for processing credit card payments for the department, initiating minimal non-P.O. payments, and making payments against reservations or Direct Payment Voucher (VP). Participates as needed in monthly financial reconciliation process, in accordance with the county's complex procurement and financial procedures in the area of accounts payables.

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;
  • Schedules rooms for classes, meetings, conferences, etc.;
  • Coordinates audiovisual, training equipment, refreshment requests;
  • Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.
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
  • 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.
Payroll
  • Processes pay adjustments;
  • Transmits on-line T&As;
  • Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
  • Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
  • Trains new employees on how to do on-line time.
Personnel
  • Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
  • Provides basic new employee benefits information;
  • Explains routine personnel policies and procedures;
  • Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
  • Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).
Required Knowledge Skills and Abilities 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).
Personnel and Payroll
  • Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
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 two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee may be required to submit a request for a criminal background check and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:
Two years of experience involving procurement of materials and/or equipment. Knowledge of procurement procedures and accounts payable process. Ability to communicate orally and in writing; process and integrate complex data; and establish and maintain effective working relationships with both external and internal contacts.

PHYSICAL REQUIREMENTS:
All duties are 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 703-222-7314. EEO/AA/TTY.

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