Administrative Assistant Iv

Fairfax, Virginia
$43,461.81 - $72,436.42 Annually
Jul 31, 2021
Aug 14, 2021
Full Time
Job Announcement

This job announcement will be used to fill multiple positions in the Finance and Procurement Unit in the Department of Neighborhood and Community Services (NCS). The positions will provide a variety of procurement and financial services as part of a team supporting a large agency within the Fairfax County Human Services System. NCS serves residents of all ages in Fairfax County through a variety of services including transportation, recreation, community capacity building, educational and developmental opportunities, early childhood supports and services, and connecting residents to a wide spectrum of resources to meet their needs. Members of the Finance and Procurement Unit provide critical support services to the department’s programs, assist programs in achieving their goals and missions, and ensure sound financial management of County resources and tax payer dollars.

Depending on the specific position that a candidate is selected for, specific duties and responsibilities may include:
  • Reviewing requests for supplies and/or services and establishing purchase orders to meet the agency’s procurement needs. Ensuring the completeness and accuracy of requests and working with staff to make corrections or collect additional requirements as needed.
  • Processing invoices and receipt of goods and services and providing guidance to NCS staff in matters of procurement and financial management.
  • Making recommendations for appropriate vendors to staff based on current contacts and working knowledge of procurement processes and the products and performance of various vendors.
  • Researching and analyzing procurement requirements to determine the appropriate procurement method and to ensure compliance with County procurement policies and thresholds.
  • Creating vendor financial records and purchasing documents in the County’s financial system and updating vendor files.
  • Obtaining quotes and/or goods through various sources and resolving disputes with vendors including invoice correction and management, billing issues, and service quality concerns.
  • Completing thorough reconciliation of procurement and/or other financial documents and maintaining detailed filing systems.
  • Managing the monthly Procurement Card (P-Card) reconciliation process for assigned divisions and programs including collection of required documentation and utilization of the County’s financial system to accurately allocate P-Card expenses to the correct funding code combinations in order to ensure accurate reporting of agency expenditures.
  • Ensuring staff compliance with County financial and P-Card policies and monitoring purchases for potential misuse or fraud.
  • Reviewing and processing local travel voucher forms according to established County travel policies.
  • Performing various Accounts Payable and Accounts Receivable functions including, but not limited to depositing or posting of checks and incoming electronic deposits, initiating accounting documents, processing program refunds, and researching uncashed check issues.
  • Assisting with research and documentation for financial and/or procurement related audits.
  • Reconciling financial documents and data sets.
  • Other financial and procurement related tasks necessary to support NCS operations.
The successful candidate will:
  • Have the ability to explain complex financial information and policies to department staff.
  • Have g ood judgment, self-starting abilities, and knowledge of government procurement and/or financial resources, policies and procedures.
  • Be a self-motivated team player with excellent interpersonal, oral, and written communication skills; along with being punctual and dependable.
  • Have strong organizational and time management skills with ability to multitask and excellent customer service skills with experience in dispute resolution.
  • Exhibits great attention to detail and accuracy, and able to follow and interpret policies and procedures.
Functional areas include: Financial and Procurement Support.

Schedule: For special assignments/deadlines, alternate flex schedule or comp time may be required.

Note: The salary will not exceed the midpoint of the advertised salary range.

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.
Fiscal Administration
  • Approves and authorizes accounts through corporate system;
  • Monitors external accounts and resolves discrepancies;
  • Reviews and reconciles status reports.
  • 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.
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.
  • 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.
  • 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.
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 five functions.

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).

The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, a driving record check, and sanction screening to the satisfaction of the employer. An applicant or employee may be required to submit a request for a criminal history record check and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

  • Experience using an Enterprise Resource System (ERP) such as SAP.
  • Two or more years of experience procuring goods and services for a government organization or performing Accounts Receivable and Accounts Payable work.
  • Experience with government procurement and/or financial resources, policies and procedures.
  • Demonstrate great attention to detail and accuracy, and able to follow and interpret policies and procedures.
  • Experience in dispute resolution using excellent customer service skills.
  • Experience explaining complex financial information and policies to department staff.

Work 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 keyboard-driven equipment and to communicate verbally and in writing. Sufficiently mobile to travel to various county locations. All duties performed with or without reasonable accommodations.

Panel Interview and 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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