Administrative Assistant Ii

Location
Fairfax, Virginia
Salary
$35,775.79 - $59,626.94 Annually
Posted
Jul 07, 2019
Closes
Jul 20, 2019
Ref
19-01430
Function
Administrative
Hours
Full Time
Job Announcement

Receives, evaluates and records telephone requests for assistance from county residents relating to animal problems. Position requires knowledge of state laws, county ordinances relating to animals, both domestic and wild, and departmental policies. Evaluates complaints and provides complainant with alternative solutions or refers them to appropriate agency. Advises complainant of the need for an animal protection police official's (APPO) investigation and refers caller to the Department of Public Safety Communications (DPSC).

Receives and reviews APPO's field investigation reports for accuracy and completeness before sending them to central records division. Makes copies of all cases and maintains them on site at the animal services division. Notifies the Health Department and Media Relations Bureau (MRB) of any animal bite cases in which the animal is not located within 3 days. Maintains updated contact on a daily basis. Ensures the Internal Affairs Bureau (IAB) receives copies of all reports involving firearms discharges by APPO's and files a copy in discharge file. Reviews cases for newsworthiness and sends to MRB. Checks status of cases still marked active.

Maintains monthly log of cases of humans bitten by animals and cases where humans or domestic animals have been exposed to rabid or possibly rabid animals.

Prepares monthly and yearly statistical reports using a variety of data, including log sheets, reports of positive animal rabies cases and human bite cases. Assist APPO staff by ensuring proper animal quarantine procedures and paperwork are completed.

Conducts records checks of APPO's case files, including review of court subpoena files, summons and warning files, and cad. Assembles appropriate case records for animal protection police officers' use in court hearings. Collaborates with IAB on requests from attorneys for records subpoenas and court-ordered expungements. Sends summonses to clerk of court. May attend quarterly rabies meetings at the Health Department with representatives of other local animal control organizations. Composes detailed notes of these meetings to be shared with management and at APPO roll-call meetings.

Prepares and maintains file data for the notification of bite victims, for the purpose of advising them of the successful completion of rabies quarantine by the animals which have bitten them. From the file data, prepares a notification letter for the signature of the Animal Services Division Commander notifying bite victims of the successful completion of rabies quarantine at the Fairfax County animal services division.

Note: Functional areas of responsibility include general office administration, customer service, business administration.

Illustrative Duties

General Financial Duties
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.

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.

Required Knowledge Skills and Abilities

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.

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.

Any combination of education, experience, and training equivalent to the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

CERTIFICATES AND LICENSES REQUIRED:
Valid driver's license.

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

PREFERRED REQUIREMENTS:
Prior customer service experience receiving calls and complaints, prior experience working with court forms and documents, prior experience working with information regarding animals (wild or domestic).

PHYSICAL REQUIREMENTS:
Must be able to sit for long periods of time and operate keyboard equipment and answer two telephone lines. All duties are performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview, may include 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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