Public Information Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$42,146.42 - $70,244.10 Annually
Posted
Jun 22, 2019
Closes
Jul 07, 2019
Ref
19-01336
Function
Administrative
Hours
Full Time
Job Announcement

The Fairfax County Park Authority Public Information Office is seeking an experienced administrative assistant to serve as key support to their office. Serves as a brand ambassador and has significant contact with the public at meetings, events and on the phone. Must be flexible and work under deadline pressure on a regular basis. Gathers press clips, researches a variety of topics online, utilizes Microsoft software to create unique reports and presentations, and supports the Information Office by preparing for and attending public and agency presentations and events, both inside and outside. As point of contact for the Public Information Office, answers phones, reviews mail and email from customers, and provides direct responses or drafts for review and signature by the Information Officer, in response to customer inquiries. Maintains filing systems, orders materials and office supplies, tracks expenditures and reconciles financial reports. Will need to administer national and local awards programs, commercial use permits, track and assist in preparation of responses to Freedom of Information requests, take minutes, keep calendars and also provide events and hearings support. This position requires frequent attendance at weekend and evening meetings and events. Must be self-driven and confident. The Public Information Office serves all divisions of the Park Authority, the Park Authority Board, county officials and the public. Must be able to demonstrate the ability to work with diverse customers and be discreet and able to hold information in confidence. Meetings must be properly advertised, calendars published, citizen requests for information responded to in a timely manner and research from appointed officials and agency leadership completed. Attention to detail and follow through is essential. Driving is required to deliver materials and sound equipment to off-sight locations. Hours vary to cover the office and events.

Note: The assigned functional areas of this position are office management, information systems/software, and/or records management.

Illustrative Duties

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
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.

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
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;
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.

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management
Performs/supervises several administrative functions (e.g., records management, reception).

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.

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;
Designs and lays out publications using specialized software packages.

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

Personnel
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;
Completes job recruitment packages including drafting advertisement language for non-professional job announcements.

Required Knowledge Skills and Abilities

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).

CERTIFICATES AND LICENSES REQUIRED:
Possession of a valid motor vehicle driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a check of the Child Protective Services Registry, and a driver's license check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:
Bachelor's degree in English or related field or experience writing. Ability to speak Spanish. Ability to reconcile simple financial reports, procurement card reports, purchase orders, etc. Must be able to produce PowerPoint presentations, and learn new software as needed for a variety of tasks. Ability to write complex correspondence, to answer Freedom of Information Act requests, create and maintain database lists and reports Comfort level with technology to include copiers, phones, cameras, etc. Ability to organize assist with events management, and balance many projects at once. Strong grammatical skills and familiarity with AP style.

PHYSICAL REQUIREMENTS:
Must be able to regularly support indoor and outdoor events that require lifting events or hearing materials in boxes and help to carry sound equipment, shovels, etc with walking and lifting to a maximum of 50 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

Effective July 6, 2019, compensation plans will be increased by 2.1% (market rate adjustment.) Information here .

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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