Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$20.69 - $34.48 Hourly
Posted
Sep 19, 2020
Closes
Sep 26, 2020
Ref
20-01566
Function
Administrative
Hours
Full Time
Job Announcement

Serves as clerk to the Electoral Board to prepare and preserve official records of the Electoral Board and to assist with candidate services operations. Coordinates the student participation program. Provides a variety of administrative support services for the election division of the Office of Elections, including scheduling and assisting with training classes; recruiting and scheduling election officers; assembling election supplies; coordinating special events; responding to written, e-mail and telephone comments and inquiries; data entry, document scanning and database maintenance; and training and directing the seasonal employees who assist with these tasks.

Note: The assigned functional areas of the position are general administrative support, office management and elections support.

Schedule: This is a job-share position working 20 hours per week.

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.

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;

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.

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
Generates unique reports;
Creates complex spreadsheets for work unit;

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

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.

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:
Must be a registered voter in the state of Virginia.

PREFERRED QUALIFICATIONS:
  • Bachelor's degree in areas related to government or political science
  • Experience in an election office and with the election process
  • Experience as an election officer in a local precinct
  • Experience managing, assigning, and evaluating election officers (poll workers)
  • Experience training election officer or other individuals
  • Experience in supervising and managing temporary staff
  • Excellent organizational and coordination skills
  • Excellent Microsoft Office Suite application skills to develop reports and spreadsheets, i.e.--MS Word and Excel.
  • Ability to develop strategic and contingency plans
  • Ability to work extensive overtime during and after each election


NECESSARY SPECIAL REQUIREMENTS:
  • The appointee to the position must satisfactorily complete a criminal background check.
  • Position also requires ability to work extensive overtime hours under stressful conditions during election cycles.


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. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or status as a veteran 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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