Administrative Asst Iv

Location
Va 22030, Virginia
Salary
$43,461.81 - $72,436.42 Annually
Posted
Jul 17, 2021
Closes
Jul 31, 2021
Ref
21-01372
Function
Administrative
Hours
Full Time
Job Announcement

The Fairfax County Sheriff's Office is committed to providing world-class public safety with honor, courage, and a dedication to service. The Fairfax County Sheriff's Office is among the largest sheriff's offices in Virginia with over 600 professional men and women. We serve a population of over 1.1 million citizens in one of the most diverse counties in the nation. We are looking for dynamic individuals who want to contribute to the outstanding quality of life that Fairfax County residents currently enjoy.

Works as the Assistant Administrative Supervisor, Civil Enforcement Division (Administrative Assistant IV). Directly oversees the performance of the Civil Enforcement Section's Administrative Office staff and their assigned tasks which include the processing of preliminary and final protective orders, court ordered civil executions, sheriff sales, out-of-jurisdiction civil process documents, sorting and dissemination of incoming/outgoing mail, direct contact with the public via phone and the office service window, and Fairfax County Treasurer's distress seizure warrants. Schedules leave, training and anything else that may be necessary to ensure proper staffing and makes adjustments in daily work assignments as needed. Conducts and presents annual performance evaluations. Counsels subordinates about work performance. May recommend disciplinary action when appropriate. Assists administrative staff in problem solving at the counter and on the phone.

The assigned functional areas of this position are General administrative, receptionist/public contact, and customer service.

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
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 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;
Audits clerical accounting procedures.

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;

Scheduling & Coordinating for others
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;

Communication
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
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
Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Designs and lays out publications using specialized software packages;
May supervise.

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

Payroll
Interprets policies & procedures.

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 REQUIREMENTS:
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).

PREFERRED QUALIFICATIONS:
Must be able to obtain VCIN (Virginia Criminal Information Network) certification within 60 days of the initial appointment. Skilled in Microsoft Office applications (Excel and Word). Excellent customer service skills. Must have excellent work ethic and be well organized. Must be able to adhere to strict deadlines, while completing a medium to high volume of transactions. Ability to function both independently and in a team environment. Experience in a law enforcement or military environment preferred. Experience with Civil Law process. Prior supervisory experience.

CERTIFICATES AND LICENSES REQUIRED:
  • VCIN - VA Criminal Information Network (Required within 3 months)
  • Notary Public for the State of Virginia (Required within 3 months)

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, credit check, polygraph exam, pyschological exam and public safety background check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature. Visual acuity is required to read and input data on computer monitor. Must communicate with others. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include 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.

Similar jobs