Administrative Assistant Iv - Accounts Payable/procurement Coordinator

Location
Fairfax, Virginia
Salary
$43,461.81 - $72,436.42 Annually
Posted
Jul 17, 2021
Closes
Jul 24, 2021
Ref
21-01363
Hours
Full Time
Job Announcement

The Fairfax County Health Department is a progressive public health leader serving 1.2 million residents from diverse ethnic, cultural and economic backgrounds. With more than 100 years of leadership in the field, we are committed to promoting population health, protecting public health and the environment, and ensuring residents' equitable access to health services and information.

Provides fiscal support and apply knowledge of basic accounting principles and procurement to perform general financial duties including fiscal administration of accounts payable, accounts receivable, procurement card program, reconciliation of transactions, and purchasing a variety of goods and services for Health Department agency requirements. Ensures the accuracy of fiscal operations and records management. Enters data into Fairfax County’s SAP-based financial, accounting and budgetary systems. Utilizing procurement knowledge and adhering to policies and procedures, reviews procurement request forms, recommends vendors, determines proper procurement methods, tracks and monitors Health Department agency expenditures. Under the procurement process, obtains vendor if required, ensures responsiveness of vendor, enters shopping carts and receiving documents in the Fairfax County’s procurement SAP-based system, initiates follow up on delivery and receipt of goods. Initiates PO Change Orders, works with vendors, Health Department staff, and Department of Procurement and Material Management (DPMM) on PO creation. Receives and resolves vendor inquiries and disputes; provides general guidance to Health Department staff on procurement policies and procedures. Provides technical procurement assistance to other team members in order to maintain back-up capacity. Assists and coordinates with Financial Specialists for the review, accuracy and timeliness of purchase order functions, direct payments, journal entry activities, inter-fund billings, budget transfer entries, and other financial accounting activities. Provides advice and recommendations on payment process to agency staff. Reconciles Health Department agency procurement card (P-cards); prepares procurement, financial, or budget reports as required, and performs all other duties as assigned. Works u nder general supervision of the Financial Specialist II.

Note: The assigned functional areas of this position are general administrative support, fiscal administration, accounting and purchasing.

Multiple positions may be hired from the job announcement.

Required Knowledge Skills and Abilities

Employment Standards

EMPLOYMENT STANDARDS:
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:
AED - Required within 60 days
CPR - Required within 60 days

PREFERRED QUALIFICATIONS:
The preferred candidate will have four or more years of experience providing fiscal support in a public sector or community health setting. Knowledge of Basic Accounting Principles and procurement practices, policies, and procedures. Knowledge of Department of Finance and Department of Procurement and Material Management (DPMM) policies/practices a plus. Experience with database maintenance. Must have a high level of integrity and discretion in handling confidential information. Excellent customer service skills with the ability to interact in a friendly, service-oriented and professional manner with internal and external customers. Position requires the candidate to work independently and in a team environment, be proactive, exercise good judgment, and use critical thinking skills. Ideal candidate is detail oriented and capable of resolving issues/concerns in a prompt and professional manner. Ability to effectively communicate, both orally and in writing. Must have the ability to manage multiple tasks simultaneously. Ability to prioritize and complete assignments timely. Proficiency in the use of SAP software programs (to include FOCUS FILO and HCM), Microsoft Outlook, Word, Excel, and other software applications. Bilingual Spanish/English is a plus.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check, Child Protective Services Registry check, and sanction screening.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature, and job requires walking, standing, sitting (for long periods of time), and kneeling, reaching, bending, climbing stairs; uses hands to grasp, handle, or feel. Visual acuity is required to read data on a computer monitor; ability to operate keyboard driven equipment and computer. Position frequently communicates and must be able to exchange accurate information with others verbally and in writing. Employee may be required to lift or carry up to 25 lbs. occasionally. Generally works in an office environment yet may occasionally be required to perform job duties outside of the typical office setting. All duties performed with or without reasonable accommodations.
SELECTION PROCEDURE:
Panel interview; may include a practical exercise.

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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