Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$43,031.46 - $71,719.23 Annually
Posted
Sep 08, 2019
Closes
Sep 14, 2019
Ref
19-01983
Function
Administrative
Hours
Full Time
Job Announcement

Responsible for all financial processes to include local and non-local travel, accounts receivable, interfund billings, direct pays, financial contracts, vendor files and reconciliation, bank deposits, etc., associated within the Department of Neighborhood and Community Services. Knowledge of basic and complex principles and financial methods used by the Department of Finance, Department of Procurement and Material Management, and Neighborhood and Community Services. Duties are performed using generally accepted accounting principles in accordance with county, state, and federal policies and procedures. Maintains a current working knowledge of all Department of Finance Financial Policy Statements (FPS), related accounting technical bulletins (ATB), and Procedural Memorandums (PM). Must have a good understanding of costs centers, GLs, internal orders, grant and project codes, gift funds, Fairfax County p-card guidelines, travel and training guidelines, FOCUS, bank reconciliation, and serves as a member of the Rec Dynamics database registration team. Administers problem solving for non-routine work assignments including Rec Dynamics that fall outside the normal guidelines of the job. Must be able to carry out duties independently, yet work collaboratively with peers. Must use good judgment when prioritizing work. This position will be the primary backup to any/all procurement card duties, petty cash reimbursement, Guernsey reconciliation, and business card ordering.

Please note: the salary will not exceed the midpoint of the advertised salary range.

Functional Areas include: procurement, financial process support AND/OR reconciliation.

Illustrative Duties

General Financial Duties
  • 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
  • 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;
Purchasing
  • Researches and recommends equipment/vendors and prices;
  • Determines substitutes for supplies and low value equipment.
Scheduling & Coordinating for others
  • Manages supervisor's calendar which may require negotiating time and place;
  • 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;
  • 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
  • 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.
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.
Information Systems/Software
  • Generates unique reports;
  • Diagnoses and resolves simple software/hardware problems.
Reports
  • Prepares routine reports and statistics based on information compiled from various sources;
  • Determines report format and elements.


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;
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:
  • Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head.
  • Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.
  • The appointee to the position must satisfactorily complete a criminal background check and a Child Protective Services check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:
  • Excellent verbal and written communication skills.
  • Requires data entry accuracy and organizational skills.
  • Strong analytical and problem-solving abilities.
  • Ability to prioritize workload and adhere to deadlines.
  • Previous experience working with accounting system (FOCUS, SAP).
  • Proficient in use of Microsoft Office computer software especially Excel.

PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature. However, incumbent may be required to do some walking, standing, bending, and carrying of items up to 25 pounds. Ability to operate keyboard-driven equipment. Ability to communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties performed with or without reasonable assistance.

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.

Similar jobs