Job Announcement

Provides administrative support for the Training Division of the Fire and Rescue Department, with a focus on program support for basic, volunteer, and high school firefighter training. Performs proofreading and editing of documents, and other general clerical functions. Scans documents; and maintain electronic filing systems. Answers FRA main phone line and monitors/controls door access. Processes supply ordering using FOCUS Marketplace. Supports other Training Division administrative assistants as needed to accomplish mission. Prepares and organizes material associated with basic training, recruit schools, high school firefighter program, and volunteer training, including the creation of files, maintaining spreadsheets, data entry, disqualification/failure and discipline documents, course completion certificates, and selection process binders. Communicates with outside guest instructors. Coordinates with external stakeholders, Occupational Health Center (OHC), the warehouse, and other sections. Serves as the point of contact and conducts all administrative activities associated with sponsored graduation programs, including invitations, program matrix, and programs.

The assigned functional areas of this position are General office administration, Purchasing, 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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.

Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.

Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.

Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.

Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.

Communication
Produces and electronically distributes simple documents (e.g., flyers).

Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.

General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.

Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.

Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.
Information Systems/Software
Performs data entry into multiple screens.

Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
T&A).

Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).

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
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.

Communication
Ability to read and comprehend relevant documents.

Information Abilities
Ability to process and integrate simple data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.

Purchasing and Accounting
Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.

Personnel and Payroll
Understanding of the basic PRISM functions;
Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.

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

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

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:

• Excellent organizational and interpersonal skills.
• Attention to detail, and the ability to proof and edit correspondence and various documents.
• Demonstrate customer service experience. Good written and oral communication skills.
• Demonstrated working knowledge of Microsoft Office Suite products; specifically, Outlook, Word, Excel, Access and PowerPoint.
• Experience as a FOCUS timekeeper. Experience as a FOCUS/Marketplace Shopper.
• Ability to handle confidential and sensitive information.
• Experience providing administrative support.

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

PHYSICAL REQUIREMENTS:
Working 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 multi-line telephone and keyboard-driven equipment. Ability to communicate clearly verbally and in writing. Sufficiently mobile to attend meetings at various locations. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and 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.