Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$42,146.42 - $70,244.10 Annually
Posted
May 11, 2019
Closes
May 25, 2019
Ref
19-01031
Function
Administrative
Hours
Full Time
Job Announcement

Serves as assistant for the absentee balloting process by providing appropriate support and analytical thinking to the agency in the mailing and receipt of absentee ballots. Provides considerable attention to detail in developing plans and conducting the operations to mail and e-mail absentee ballots to voters and to receive, manage, and document the returned ballots in the Virginia Elections Registration Information System (VERIS). Coordinates and supervises a team of temporary employees to accomplish these responsibilities. Assists in creating and maintaining training material and in training temporary staff. Ensures deadlines are met with the highest operational quality, accuracy, and efficiency. Provides customer service by communicating with voters concerning absentee ballots over the phone and in written correspondence. Ensures compliance with the Code of Virginia and other applicable laws, regulations, and policies related to absentee voting. Engages in general office needs and activities, as required based on election cycle. A flexible schedule is required before, during, and immediately after election days, to include working extended hours to support special projects or address issues as they arise. Must be able to work some evenings and weekends, and perform well in a high-paced environment against deadlines. Duties are performed under the guidance of the Assistant Registrar.

Functional areas for this position are human resources, purchasing, procurement, general administrative/office support and customer service.

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 an election's office and with the elections process.
  • Experience developing, delivering, and managing training programs.
  • Previous experience in supervising seasonal employees is preferred.
  • Previous experience in leading and managing projects, programs, and teams
  • Excellent organizational and coordination skills
  • Excellent Microsoft Office skills (especially Word, Excel, Outlook) to develop reports and spreadsheets
  • Ability to develop strategic and contingency plans for training activities
  • Ability to work extensive overtime during and after each election
  • Bachelor's degree in areas related to government or political science
PHYSICAL REQUIREMENTS:
Work is generally sedentary, performed in a normal office environment. Duties require ability oversee and assist, to lift, move, and assemble election kits, supplies, and equipment. Position also requires ability to work extensive overtime hours under stressful conditions during election cycles. 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 703-222-7314 . EEO/AA/TTY.

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