Administrative Assistant V

Location
Fairfax, Virginia
Salary
$47,617.02 - $79,361.57 Annually
Posted
Dec 04, 2021
Closes
Dec 11, 2021
Ref
21-02619
Function
Administrative
Hours
Full Time
Job Announcement

This position is in the Support Services Division of the Fairfax County Fire and Rescue Department in the resource management section. Assists with the administration, reporting, and oversight of all fire and rescue procurement and accounts payable transactions. Supports the acquisition and receipt of mission-critical supplies by overseeing and improving procurement to pay business processes. Assigns requisitions and a variety of professional-level administrative, technical, and analytical duties to the materials management specialists to ensure the acquisition and receipt of mission-critical supplies in direct support of Fairfax County Fire and Rescue operations. Performs a variety of professional-level procurement and accounts payable duties including:
  • Creating informal invitations for bid, and sole source justifications;
  • Serving as the department's procurement card program reconciler;
  • Research on material specifications, vendor capabilities, commodity trends, and industry best practices; training department end users on procurement policies and best practices;
  • Developing training and reference materials for Purchasing and Accounts Payable Staff to appropriately document business processes; initiating shopping carts through the FOCUS procurement module;
  • Monitoring the status of purchase orders and assisting the DPMM contract specialist to ensure accurate and expedient processing and authorization of requisite procurement documents;
  • Developing and maintaining productive vendor relationships to ensure that the department's needs and requirements are continuously relayed to and acknowledged by the vendor in a timely and accurate manner;
  • Serving as the primary liaison to the department's end users inquiring about the status of purchase orders, and various other customer service matters that require a unique attention to detail;
  • Processing all material documents in FOCUS to execute timely and accurate invoice payments;
  • Assisting purchasing and accounts payable team members with the management of the department's clothing and supply shop.
Note: This position works an eight-hour day, Monday through Friday, 8:00 a.m. to 4:30 p.m.

Note: The assigned functional areas of this position are: Accounting, Purchasing and Procurement.

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
Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;
Determines, modifies, and implements administrative policies, procedures and methods to improve office practices;
Designs and uses spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Fiscal Administration
Analyzes data and develops budget recommendations and projections for unit;
Administers several complex funds, projects, contracts and/or grants;
Processes journal and/or budget entries (e.g., change orders, accruals).

Accounting
Performs duties requiring entry level professional knowledge of basic accounting principles;
Reconciles and monitors unit's accounting processes;
Resolves non-routine and complex problems;
Prepares wire transfers;
Performs unique accounting functions that have department-wide impact.

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and high value equipment;
Coordinates the purchase of non-standard items (e.g., purchases requiring coordination with other departments, multi-fund purchases, and/or biohazardous material acquisition);
Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;
Acquires insurance via county Risk Management.

General Executive Assistance
Provides advice and counsel to members of the executive/work unit head's functional area;
Exercises discretion in administrative policy interpretation;
Resolves a wide variety of operational problems requiring sound judgment.
Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;
Recommends exceptions to administrative policies that are subject to review.

Scheduling & Coordinating for Others
Supervises or handles the most complex, non-routine activities where consequence of error is high;
Coordinates all logistic activities for visits by external groups;
Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
Verifies travel arrangements made by visitors (e.g., travel to/from hotel);
Makes all arrangements required by visitors regarding catering or supplies;
Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;
Negotiates prices for goods and services required at meetings;
Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;
Explains and interprets policies as they apply to unique situations with potential legal and safety implications;
Researches, coordinates, and provides information to others including citizens, executive/work unit head, and/or BOS members/staff;
Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.

Office Management
Supervises several dissimilar or specialized functions each with unique training requirements;
Devises procedures for complex or specialized functions;
Anticipates and develops procedures/tools to prevent problems; solves unusual problems;
Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications;
Analyzes short and long-range administrative needs such as space, staffing of functional area).

General Administrative
Responsible for and determines administrative procedures.

Receptionist/Public Contact
Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action;
Recommends procedural changes;
Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.

Word Processing/Typing
Supervises word processing staff including training of staff;
Edits for style, format, and/or layout.

Information Systems/Software
Trains staff in use of agency information systems/software;
Researches & selects hardware/software;
Creates complex spreadsheets for department;
Operates/manages complex databases & other software using advanced functions;
Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.

Reports
Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.

Personnel
Supervises all personnel administrative functions for the department;
Reviews new departmental policies for HR implications and recommends and implements administrative changes;
Researches and recommends solutions to non-routine/one-of-a-kind problems;
Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);
Works with hiring manager to coordinate appointment and review process;
Reviews class specifications and recommends requested job classification;
Develops administrative HR-related procedures for agency.

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 county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.

Executive Assistance
Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
Ability to maintain confidentiality and be sensitive to political issues.
Knowledge and sensitivity to issues, priorities, protocol, etc.

Math Skills
Basic math skills.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means;
Ability to speak in front of a group.

Information Abilities
Ability to gather, integrate, and analyze 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 eight functions.

Personnel and Payroll
Ability to perform all human Capital Management Enterprise Resource Planning system functions.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).
PREFERRED QUALIFICATIONS:
  • Possession of strong critical thinking/analysis and problem-solving skills;
  • Experience with purchasing and accounts payable information systems (FOCUS);
  • Experience with developing and leveraging effective business processes to ensure timely and accurate procurement and accounts payable transaction reporting and oversight;
  • Experience with managing county procurement cards;
  • Experience with the state's e-Procurement portal, eVA;
  • Strong verbal and written communication skills.

NECESSARY SPECIAL REQUIREMENTS:
All newly hired employees are required to be fully vaccinated 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 religious reasons will still be subject to the weekly testing requirement. Otherwise, vaccinated employees will complete the attestation online in the first day of employment.

The appointee to this position will be required to complete a criminal background check, credit check, and sanctions screening to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Visual acuity is required to read data on computer monitor. Must be able to speak articulately in person and on the phone. Work long periods at a desk and operate keyboard driven equipment. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include 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.

Similar jobs