Administrative Assistant Ii

Location
Fairfax, Virginia
Salary
$36,133.55 - $60,223.28 Annually
Posted
Sep 25, 2021
Closes
Oct 02, 2021
Ref
21-01970
Function
Administrative
Hours
Full Time
Job Announcement

As a member of the Juvenile Court’s Assessment Services Unit, serves as the only staff assistant to support Probation Supervisor II (Unit Director), Probation Counselor III (Assistant Director), and Probation Counselor II’s (Assessment Specialists) in the unit and performs related program support work. Responsible for office management, confidential case record management, and acts as a liaison between unit staff and other units and the public. Daily, this position acts as liaison on behalf of Probation Supervisor II, Probation Officer III, Probation Counselor II’s in the unit to interpret established court related policies and procedures to provide resolution of problems when staff is not present.

  • Designs and creates spreadsheets and databases to maintain statistical records and creates forms and templates for staff to ensure efficient management of time for daily workflow processes.
  • Tracks functional information by maintaining computerized records to provide Probation Supervisor II and Research staff with information related to the statistics.
  • Analyzes information for accurate data entry to produce Word and Excel documents and makes collateral contacts on behalf of unit staff to assist in the assessment and drafting reports.
  • Creates and maintains Assessment Unit’s SharePoint webpage to ensure that information is communicated promptly, and forms and templates are updated and available when needed.
  • Ensures that all court-ordered reports are submitted in a timely manner, that all court hearings are covered, and that each juvenile’s legal history is accurate.
  • Uses independent judgment to assist other units, local, state, federal and other government jurisdictions, and citizens to provide accurate and reliable communications either in person, via telephone, or email.
  • Helps facilitate the use of best practices in family engagement by arranging interpreters as needed and assisting in the transition of cases to probation case managers.
  • Coordinates with Probation Services staff to advise of new cases being referred to their units.
  • Periodically handles a crisis with juvenile(s) or parent(s) on-site with other citizens present. In most cases, an immediate on-the-spot decision must be made to resolve issues in a calm and professional manner. Keeps supervisors abreast of all issues.
  • Orders office supplies and maintains budget records for all purchases.
  • Assists all staff in the resolution of computer problems and maintains computer log of work order requests that require resolution.
  • Periodically, due to inclement weather or staff shortages, this position is required to assist off-site computer personnel with testing, rebooting of computers, and information gathering for computers and printers to maintain daily operation of the Court’s Assessment Services Unit’s computer systems. Orders appropriate supplies to keep the computer office systems functioning and notifies computer personnel of system problems when they occur.
  • E nsures that the daily operations of the Assessment Services Unit run smoothly and that all systems and facility issues are resolved promptly to limit any disruptions to the Unit’s service delivery.

Note: The assigned functional areas of the position are general administrative support, probation services, juvenile or adult justice, records management, office management, customer service and IT support.

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).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
  • Experience working in a court service unit, human service agency, or law firm.
  • Experience providing excellent customer service.
  • Ability to operate and transfer calls using a multiline phone system.
  • Experience using an appointment scheduling software.
  • Proficient in the use of Microsoft Office Suite application, i.e., Word, Excel, and Outlook.
  • Bilingual and fluent in English and Spanish, a plus.

NECESSARY SPECIAL REQUIREMENTS:
  • All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs will still be subject to the weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.
  • The appointee to the position must satisfactorily complete a criminal background check and Child Protective Services Registry check.

PHYSICAL REQUIREMENTS:
Ability to lift up to 15 pounds. Ability to input, access, and retrieve information from a computer. Visual and auditory acuity is required to communicate with others and read data on computer monitor. Ability to operate keyboard driven equipment. Ability to operate standard office equipment. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include a written 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 military status 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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