Administrative Assistant Iii

Location
Fairfax, Virginia
Salary
$39,663.31 - $66,105.10 Annually
Posted
Sep 25, 2021
Closes
Oct 02, 2021
Ref
21-02020
Function
Administrative
Hours
Full Time
Job Announcement

Assists the Volunteer Interpreter Program Coordinator (VIP) in the delivery of interpreter services to non-English speaking clients involved in the court system and translation requests for Juvenile and Domestic Relations District Court (JDRDC) written materials. This position reports to the Language Access Program Manager and the duties include but are not limited to:

  • Provides clerical support to the Language Access program in the reconciliation of interpreter/translation requests, services provided, and billing from vendors.
  • Enters records in database.
  • Updates calendars and schedules and file maintenance requests.
  • Runs reports on data points about the Language Access and Volunteer Interpreter Program.
  • Supports the Program Manager with presentation materials, RSS, overseeing Purchase Order balances, verify translations received, keep track of all translation requests and match quotes for billing reconciliation.
  • Assists the Program Manager with setting all Employee Language Assessments and billing reconciliation.
  • Aids the VIP Coordinator with scheduling of volunteer interpreters and allocation of assignments.
  • Acts as liaison on behalf of the Language Access Program Manager and Volunteer Interpreter Coordinator to screen phone inquiries, process daily requests and help support the program.
  • Provides administrative assistance to the Language Access Program Manager and Volunteer Interpreter Coordinator.
  • Communicates established agency and Court-related policies and procedures to provide resolution of problems when the Language Access Program Manager and Volunteer Interpreter Coordinator are not present.
  • Prepares materials for training and presentation purposes.
  • Gathers data and assists with preparation of reports.
  • Maintains program website through SharePoint.
  • Oversees scanning and filing of all fiscal year records.
Note: The assigned functional areas of the position are general administrative support, finance, accounting, customer service, and data entry.

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;
May approve some disbursement forms;
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.

Fiscal Administration
Sets up accounts through corporate systems;
Reconciles ledgers;
Prepares status reports;
Gathers data for use by others in preparing budget;
Prepares transfer vouchers and interfund billing;
Monitors external accounts for discrepancies.

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.

General Administrative
Composes routine correspondence on behalf of the executive/work unit head.

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.

Payroll
Processes pay adjustments;
Transmits on-line T&As;
Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
Trains new employees on how to do on-line time.
Personnel
Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
Provides basic new employee benefits information;
Explains routine personnel policies and procedures;
Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

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.

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 three functions (e.g., create shells, accounts payable processing).

Personnel and Payroll
Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

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).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
  • Associates degree.
  • Five years of administrative support experience.
  • Good oral and written communication skills.
  • Excellent interpersonal skills.
  • Excellent organizational skills, strong attention to detail, and with the ability to work independently and as a team.
  • Two years of experience in reconciling invoices, working with vendors, and resolving issues.
  • Capacity to multitask and meet various tight deadlines.
  • Three years of customer service experience.
  • Ability to research and gather information from multiple sources.
  • Experience working in a juvenile or adult justice, probation, social services, human services, or court services setting.
  • Familiar with interpretation services, in a school, medial, conference, or court setting.
  • Intermediate experience in the use of Microsoft Office Suite software, especially Excel, Word and Outlook.
  • Intermediate knowledge using SharePoint.
  • Bilingual in English and Spanish with strong speaking, reading, and writing skills in both languages.

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:
Job is generally sedentary in nature; however, incumbent must be able to lift/move up to 15 pounds. Visual acuity is required to read data on computer monitor and the incumbent must be able to operate keyboard driven equipment. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include awritten and/or 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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