Administrative Assistant Iii

Location
Fairfax, Virginia
Salary
$39,270.61 - $65,450.53 Annually
Posted
Oct 24, 2020
Closes
Nov 07, 2020
Ref
20-01720
Function
Administrative
Hours
Full Time
Job Announcement

Support the Director of the Financial Resources Division (FRD). Performs administrative duties to include: accounts payable and procurement items, spreadsheet development, assist with travel related items, filing, and maintaining calendars for the Financial Resources Division staff. Use of Microsoft Office computer software is required, especially Outlook, Word, and Excel. Responsibilities will also include creating accounts receivables, journal entries, and providing relief for front desk reception; and other duties as assigned.

Note: The assigned functional areas of this position are accounting, general administrative, information systems/reports, procurement.

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
  • Uses spreadsheets or databases to organize information and produce standard reports;
  • Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
  • May approve some disbursement forms.

Accounting
  • Prepares wide variety of accounting forms;
  • Reconciles daily receipts or accounts receivable/payable;
  • Identifies discrepancies and makes corrections;
  • Collects required documents;
  • Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

Purchasing
  • Verifies requests for goods and services against county contracts and funding sources;
  • Orders goods or services and follows up/resolves discrepancies and ensures delivery;
  • Authorizes requests for goods and services in corporate systems;
  • Ensures appropriate routing and approval of purchase requests.

Scheduling & Coordinating for Others
  • Maintains calendar(s);
  • Schedules meetings;
  • Makes and cancels appointments;
  • Schedules rooms for classes, meetings, conferences, etc.;
  • Coordinates audiovisual, training equipment, refreshment requests;
  • Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

Communication
  • Composes routine correspondence on behalf of the executive/work unit head.

Office Management
  • Provides administrative support and implements procedures;
  • May supervise others;
  • Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
  • Trains and orients new employees;
  • Provides and explains relevant policies and procedures.

General Administrative
  • Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact
  • Schedule appointments;
  • Explains departmental policy/procedure but does not interpret them;
  • Responds to inquiries that require referencing a variety of sources and utilizing
  • knowledge of the department/county operations.

Word Processing/Typing
  • Keys/types complex documents (e.g., technical);
  • Proofs spelling and grammar;
  • Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
  • Compiles reports from edited drafts;
  • Uses macros and templates developed by others.

Information Systems/Software
  • Performs data entry with some knowledge of department/work unit/program;
  • Manipulates screens for additional entries;
  • Generates routine reports;
  • Creates simple spreadsheets;
  • Maintains databases.

Reports
  • Compiles routine factual/numerical reports using readily available information.


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.)

Word Processing/Typing
  • Basic skills in the use of Microsoft Word.

Math Skills
  • Basic math skills.

PC Skills
  • Basic skills in the use of applicable Microsoft Office Suite software.

Communication
  • Ability to write simple documents.

Information Abilities
  • Ability to process and integrate complex 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 three functions (e.g., create shells, accounts payable processing).


Employment Standards

EMPLOYMENT STANDARDS:
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”)

high school graduation and two years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:
  • Associate's degree;
  • Five years of accounting and procurement experience;
  • Proficient with Microsoft Office, Excel, and Word software.
CERTIFICATES AND LICENSES REQUIRED:
Valid driver's license.

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

PHYSICAL REQUIREMENTS:
Work requires the ability to operate keyboard driven equipment, to stand for long periods of time, handling multiple tasks, ability to lift 30-40 pound files. All duties may be 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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