Administrative Assistant Ii

Location
Fairfax, Virginia
Salary
$36,133.55 - $60,223.28 Annually
Posted
Oct 23, 2021
Closes
Oct 30, 2021
Ref
21-02254
Function
Administrative
Hours
Full Time
Job Announcement

Operates the Office for Children's lobby reception desk, responding to requests for information about agency programs and services from customers who walk in and/or contact the office by phone. Duties include but are not limited to:

  • Answers a multi-line phone and provides customers and staff with information or refers to other knowledgeable sources.
  • Processes all incoming and some outgoing Office for Children mail, including scanning documents.
  • Enters permit applications into the Child Care Management System, performs electronic filing of documents, and assembles family child care permit application packages .
Note: The assigned functional area of this position are general administrative support, customer service, human services, and child care 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
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).

PREFERRED QUALIFICATIONS:
  • Knowledge of Child and Adult Care Food Program (CACFP) and the permitting process for family child care providers
  • Excellent customer service skills
  • At least one year of experience performing the following:
    • Maintaining and tracking client files
    • Scheduling and coordinating for others
    • Completing and maintaining reports
    • Office management
  • Demonstrated experience handling confidential information and/or communications
  • Bilingual and fluent in English and Spanish
  • General knowledge of basic Microsoft Word and Excel
  • Ability to multi-task and prioritize work
  • Ability to perform basic calculations
  • Able to clearly communicate with staff, families and the public in a helpful, positive manner
  • Ability to assume administrative responsibility for assigned areas of program
  • Ability to establish warm and supportive relationships with children, families and staff

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:
Work is generally sedentary. Ability to operate keyboard driven equipment. Ability to use automated technology. Sufficiently mobile to attend meetings, trainings and community events all throughout the county. 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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