Administrative Assistant II

Location
FAIRFAX (FJ16), VA
Salary
$35,039.89 - $58,400.58 Annually
Posted
Feb 18, 2019
Closes
Feb 25, 2019
Function
Administrative
Hours
Full Time
Provides administrative support to the Unit Director, Assistant Unit Director and other probation counselors within the unit, assisting with the delivery of efficient and effective services to the public. Processes all court paperwork as it comes through and helps filter out to the relevant employees/units in accordance with agency practice. Maintains unit database, updating as needed and ensuring it is as accurate and efficient as possible. Answers all incoming calls with the ability to use independent judgment concerning critical caseload information. Greets and assists citizens, clients and other Fairfax County agency personnel. Assists federal, state and local jurisdictions to provide accurate information and/or refer to the appropriate court and/or county personnel. May be called upon to handle crisis situations with juveniles and/or their parents on-site with other citizen's present; in most cases, an immediate, spot decision must be made to resolve the issue(s) in a calm, professional manner. The Supervised Release Services (SRS) Unit Supervisor and Supervisor II are kept abreast of all issues. Periodically, due to storms or shortage of personnel, may be required to assist off-site computer personnel with testing and re-booting of computers and information gathering for computers and printers to maintain daily operation of the court's Supervised Release Services computer system. Assists with other special projects and/or duties based on the needs of the unit as directed by the Director and Assistant Director.
The salary offer for the position will not exceed the mid-point of the advertised salary range.

The assigned functional area is in general administrative and court services. 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
  • Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for routing and approval;
  • Compiles and maintains daily and weekly totals, reports, and financial statements;
  • Reconciles statements;
  • Establishes, revises and maintains accounting documents and files.
Fiscal Administration
  • Performs data entry into corporate system, e.g., routine posting and billing.
  • Reviews completed forms for accuracy and completeness;
  • May perform inquiries in internal and external databases to determine discrepancies.
Accounting
  • Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
  • Performs basic calculations.
Purchasing
  • Orders, inventories, receives, and/or shelves routine supplies;
  • Reviews invoices/packing slips to ensure shipment is correct and follows up on
  • discrepancies;
  • Tracks expenditures.
Scheduling & Coordinating for Others
  • Notifies all participants of meetings and other functions in advance;
  • Schedules routine meetings.
Communication
  • Produces and electronically distributes simple documents (e.g., flyers).
Office Management
  • Maintains a system for tracking the progress of work;
  • Orients new employees on procedures and systems.
General Administrative
  • Performs alpha and/or numeric filing;
  • Performs simple screening and sorting of mail;
  • Is responsible for sending dated material.
Receptionist/Public Contact
  • Refers calls;
  • Greet visitors;
  • Gives standard information in response to phone or in-person inquiries;
  • Acts as back up to other administrative positions.
Word Processing/Typing
  • Keys/types form letters, labels, simple documents and correspondence;
  • Proofs spelling.
Information Systems/Software
  • Performs data entry into multiple screens.
Payroll
  • Verifies employment on a countywide basis;
  • Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple T&A).
Personnel
  • Types forms;
  • Updates personnel data;
  • Sets up agency personnel files;
  • Prints out and distributes personnel documents;
  • Files critical records (e.g., performance evaluations, PARS).
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
  • Knowledge of a variety of standard office procedures;
  • Knowledge of specific unit terminology;
  • Knowledge of work done in related departments.
Communication
  • Ability to read and comprehend relevant documents.
Information Abilities
  • Ability to process and integrate simple data.
Interpersonal Abilities
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
  • Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
Personnel and Payroll
  • Understanding of the basic PRISM functions;
  • Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.
Word Processing/Typing
  • Basic skills in the use of Microsoft Word.
PC Skills
  • Basic skills in the use of applicable Microsoft software.
Employment Standards MINIMUM QUALIFICATIONS
Any combination of education, experience and training equivalent to high school graduation and one year of experience providing administrative support.

CERTIFICATES & LICENSES:
Must have a valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, Child Protective Services check and a driving record check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:
Spanish speaking. Court knowledge/experience and administrative support experience.

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, and escort clients to interview rooms. Must communicate with others. Employee may be required to lift up to 30 pounds.

SELECTION PROCEDURE:
Panel interview. As part of the interview process a written exercise may be administered. Computer proficiency exercise will be administered.

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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