Administrative Assistant Iii

Location
Fairfax, Virginia
Salary
$39,663.31 - $66,105.10 Annually
Posted
Oct 09, 2021
Closes
Oct 16, 2021
Ref
21-02138
Function
Administrative
Hours
Full Time
Job Announcement

Performs general reception and administrative duties to support the Court Services Administration staff and its programs in the Juvenile and Domestic Relations District Court (JDRDC). Serves as one of two primary contacts for the public in the reception area. Works with diverse multilingual clientele who often require language interpretation and cultural sensitivity. Specific duties include:

  • Uses multiline phones and all basic office equipment.
  • Enters computer data and uses basic programs in Microsoft Office Suite.
  • Assists with logging, filing, security and maintenance of adult and juvenile probation case files. Edits, manages documents and reviews content on the agency's internal website, using SharePoint and MS Word.
  • Serves as the agency support for all class entry, enrollment and report generation and monitors compliance of mandatory employee training utilizing the county's learning management system ( Employee U) .

Note: The assigned functional areas of the position are general administrative support, customer service/public contact, law/criminal justice, legal services, court services, and human services.

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
Reconciles ledgers;
Prepares status reports;
Gathers data for use by others in preparing budget;
Monitors external accounts for discrepancies.

Accounting
Prepares wide variety of accounting forms;
Identifies discrepancies and makes corrections;
Collects required documents.

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;
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.

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:
  • Associate's degree;
  • Excellent interpersonal skills;
  • Good oral and written communication skills;
  • Excellent organizational skills with the ability to work independently while handling multiple tasks and requests simultaneously;
  • Detail oriented;
  • Knowledge of multiline phone features and maintenance of all basic office equipment;
  • Records management experience, to include incoming and outgoing filing and maintenance;
  • Experience working in one of the following settings: juvenile justice, probation services office, juvenile Intake, adult justice system, social services or other human services field, or court services;
  • Bilingual in English and one of the following languages: Spanish, Korean, Farsi, Vietnamese or Arabic;
  • Experience using an SAP-based Enterprise Resource Planning system;
  • Proficient in the use of basic Microsoft Office Suite computer software to include Outlook, Word and Excel;
  • Training and experience with SharePoint and a learning management system;
  • Experience using BADGE, CMS, JDIS, and/or JCMS, a plus.

NECESSARY SPECIAL REQUIREMENTS:
  • The appointee to the position must satisfactorily complete a criminal background check and Child Services Registry check.
  • 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.

PHYSICAL REQUIREMENTS:
Work is generally sedentary. Must be able to lift five pound boxes, climb ladders and have the ability to access, input and retrieve information from a computer database. Must be able to operate common office equipment. Duties require the ability to verbally communicate well both in person and over the phone. 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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