Administrative Assistant Iii

Location
Fairfax, Virginia
Salary
$39,663.31 - $66,105.10 Annually
Posted
Sep 25, 2021
Closes
Oct 02, 2021
Ref
21-01961
Function
Administrative
Hours
Full Time
Job Announcement

Under general supervision, provides office management and administrative support for the main lobby area of Neighborhood and Community Services (NCS). Evaluates needs and coordinates office procedures; leads customer service efforts in the agency main lobby; designs automated spreadsheets and databases; inputs, manipulates, and retrieves data using information systems; makes recommendations on process improvements or enhancing customer service experience; and provides customer service by answering phones, taking messages, and making appropriate referrals. Manages NCS conference rooms at Pennino. Responsible for a variety of duties including data entry, maintaining databases, files, lobby space, processing financial documents, mailing coordination, scheduling meeting rooms, and copying.

Functional areas: General financial duties, purchasing, scheduling and coordinating for others, communication, office management, general administrative, receptionist/public contact, word processing/typing, information systems/software, reports.

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
  • Uses spreadsheets or databases to organize information and produce standard reports;
  • Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
  • Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
  • Explains fiscal rules and procedures to employees to ensure uniform application.
Accounting
  • Prepares wide variety of accounting forms;
  • Reconciles daily receipts or accounts receivable/payable;
  • Identifies discrepancies and makes corrections;
  • Collects required documents;
  • Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.
Purchasing
  • Verifies requests for goods and services against county contracts and funding sources;
  • Orders goods or services and follows up/resolves discrepancies and ensures delivery;
  • Authorizes requests for goods and services in corporate systems;
  • Ensures appropriate routing and approval of purchase requests.
Scheduling & Coordinating for Others
  • Maintains calendar(s);
  • Schedules meetings;
  • Makes and cancels appointments;
  • Schedules rooms for classes, meetings, conferences, etc.;
  • Coordinates audiovisual, training equipment, refreshment requests;
  • Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.
Communication
  • Composes routine correspondence on behalf of the executive/work unit head.
Office Management
  • Provides administrative support and implements procedures;
  • May supervise others;
  • Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
  • Trains and orients new employees;
  • Provides and explains relevant policies and procedures.
Receptionist/Public Contact
  • Schedule appointments;
  • Explains departmental policy/procedure but does not interpret them;
  • Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.
Word Processing/Typing
  • Keys/types complex documents (e.g., technical);
  • Proofs spelling and grammar;
  • Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
  • Compiles reports from edited drafts;
  • Uses macros and templates developed by others.
Information Systems/Software
  • Performs data entry with some knowledge of department/work unit/program;
  • Manipulates screens for additional entries;
  • Generates routine reports;
  • Creates simple spreadsheets;
  • Maintains databases.
Reports
  • Compiles routine factual/numerical reports using readily available information.


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 of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
  • Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
Word Processing/Typing
  • Basic skills in the use of Microsoft Word.
Math Skills
  • Basic math skills.
PC Skills
  • Basic skills in the use of applicable Microsoft Office Suite software.
Communication
  • Ability to write simple documents.
Information Abilities
  • Ability to process and integrate complex 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 QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointees to this position must complete a criminal background check and a Child Protective Services check to the satisfaction of the employer.

  • 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.

PREFERRED QUALIFICATIONS:
  • Experience in working in an office setting, particularly in a human service-related field.
  • Strong computer skills and data entry accuracy.
  • Experience using and substantial familiarity with computer and software programs, proficiency with Microsoft Excel and basic Microsoft Office Suite applications.
  • Experience with and knowledge of procurement procedures and accounts payable process.
  • Ability to communicate orally and in writing;
  • Experience processing and integrating complex data;
  • Experience with establishing and maintaining effective working relationships with both external and internal contacts.
  • Ability to work independently and in a team-oriented environment with strong organizational, communication, and customer service skills.

PHYSICAL REQUIREMENTS:
Work is generally sedentary in nature. Ability to do some walking, standing, bending, and carrying items up to 25 pounds. Ability to operate keyboard-driven equipment and communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
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 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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