Administrative Support Specialist (administrative Assistant Ii)

Location
Fairfax, Virginia
Salary
$35,775.79 - $59,626.94 Annually
Posted
Jul 20, 2019
Closes
Jul 27, 2019
Ref
19-01538
Hours
Full Time
Job Announcement

The Fairfax Area Agency on Aging seek a skilled administrative professional to provide administrative and technical support for Fairfax Area Commission on Aging, and a variety of units within the Adult & Aging Division including caregiver support programs, livable communities development, home delivered meals and Adult Services. Prepares and disseminates documents electronically and in print, scan and copy. Sets up meeting space, completes data entry into county and state computer programs, creates power points, and develops and creates reports using Microsoft Excel. Also answers the intake line for the Fairfax Area Agency on Aging and routes field calls to the appropriate personnel. Responsibilities may require driving to local meetings to assist with meeting set-up, takedown, and technical support for presentations.

The assigned functional areas are: customer service and information technology.

Illustrative Duties

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.


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.
Purchasing and Accounting
  • Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
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 AND LICENSES REQUIRED:
Driver's license (Required upon hire).

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 driving record check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:
  • Computer and administrative skills;
  • Excellent organizational skills;
  • Ability to handle multiple and changing task;
  • Ability to work effectively with county staff and public;
  • Ability to deal with angry and upset customers, and to exercise tact, discretion and sensitivity to customer's needs.


PHYSICAL REQUIREMENTS:
Ability to lift up to 25 pounds. Ability to input, access, and retrieve information from a computer. Ability to use automated technology. Ability to travel to locations throughout the county not accessible via public transportation. Duties may be 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.