Administrative Assistant Ii

Location
Fairfax, Virginia
Salary
$36,133.55 - $60,223.28 Annually
Posted
Oct 16, 2021
Closes
Oct 23, 2021
Ref
21-02200
Function
Administrative
Hours
Full Time
Job Announcement

This job announcement will be used to fill two full-time Administrative Assistant II vacancies within the Juvenile and Domestic Relations District Court (JDRDC) - one in the JDRDC Mediation Program and one in the Domestic Relations Services unit.

JDRDC Mediation Program
  • Provides clerical support to the Mediation program and assists in all aspects of the delivery of mediation services to English and non-English speaking clients with pending cases before the JDRDC.
  • Schedules mediations both with clients and mediators and requests interpreter services for clients;
  • Enters case information in a Microsoft Access database and the JDRDC Document System and files documents with the court; and inputs and retrieves information and documents using the Case Management System (CMS) inquiry, Juvenile and Domestic Relations Document Imaging System (JDIS), Juvenile and Domestic Relations District Court Secure View System (JSVS), Balanced Approach Data Gathering Environment (BADGE), and the Juvenile Domestic Appointment Calendar (JDAC) scheduling system.

Domestic Relations Services
  • Staffs the front counter and communicates with county professionals and public clients.
  • Processes intake cases in the BADGE system
  • Maintains the Domestic Relations and Community Corrections appointment calendars to ensure the smooth daily functioning of workflow; coordinates with clients and staff,
  • Handles phone inquiries and provides information on a wide variety of intake issues; provides a variety of legal documents and other general duties.
  • Requests interpreter services for clients.
  • Inputs, manipulates, and/or retrieves data using the Case Management System (CMS) inquiry, Juvenile and Domestic Relations Document Imaging System (JDIS), Juvenile and Domestic Relations District Court Secure View System (JSVS), Balance Approach Data Gathering Environment (BADGE), Pre-trial and Community Corrections Case Management System (PTCC), and the Juvenile Domestic Appointment Calendar (JDAC) scheduling system .
  • Maintains proficiency in skills through training.

Note: The assigned functional areas of the position are general administrative support, customer service/public contact, criminal justice, and records management.

Salary: The salary offer will not exceed the mid-point (or $48,178.42) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.

Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.

Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.

Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.

Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.

Communication
Produces and electronically distributes simple documents (e.g., flyers).

Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.

General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.

Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.

Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.

Information Systems/Software
Performs data entry into multiple screens.

Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple T&A).

Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).

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:
  • One year of administrative support experience in a court services office.
  • Excellent oral and written communication skills.
  • Knowledge of court process and procedures
  • Outstanding organizational skills with the ability to prioritize work and make decisions independently with minimal supervision.
  • Experience in using multiline telephone and providing customer service in high-volume environment.
  • Excellent interpersonal skills, and the ability to work with a diverse clientele of different ethnicities and socioeconomic statuses.
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
  • Bilingual in Spanish and English.
  • Intermediate to advanced knowledge in Microsoft Office Suite applications, i.e., Word, Excel, Access, andSharePoint.

NECESSARY SPECIAL REQUIREMENTS:
  • The appointee to the position must satisfactorily complete a criminal background check and Child Protective 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:
Ability to lift up to 25 pounds and move large shred bin. Ability to do moderate level of walking on a daily basis. Ability to retrieve files from any location in the courthouse. Ability to operate keyboard driven equipment. All duties performed with or without reasonable accommodation.

SELECTION PROCEDUE:

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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