Administrative Assistant IV



lt div gt Job Announcement lt br gt lt br gt lt strong gt This position is located at the McConnell Public Safety and Transportation Center 4890 Alliance Drive Fairfax. lt strong gt lt br gt lt br gt Under direction of the Director of Mission Support the position performs a wide range of administrative functions to support the agency coordinator and staff. Provides initial contact with the public and for managing the agency 039 s main telephone line from 8 00 a.m. 4 30 p.m.. Manages reviews and updates all internal standard operating procedures for the office. Responsible for attending meetings detailed note taking document editing and distribution. Assists with the organization and maintenance of human resources documentation. Performs basic accounting functions. lt br gt lt br gt The functional areas for this position are front line customer service documentation management accounting  finance and human resources. lt br gt lt br gt Illustrative Duties lt br gt lt br gt lt em gt General Financial Duties lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Recommends changes to agency work unit administrative policies procedures and methods lt li gt Uses existing spreadsheets and databases to interpret and organize resource information lt li gt Provides customized reports to analysts or others in the unit. lt li gt lt li gt lt li gt lt ul gt lt em gt Fiscal Administration lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Approves and authorizes accounts through corporate system lt li gt Monitors external accounts and resolves discrepancies lt li gt Reviews and reconciles status reports. lt li gt lt li gt lt li gt lt ul gt lt em gt Accounting lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Resolves problems by performing qualitative review of individual cases lt li gt Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable payable lt li gt lt li gt lt ul gt lt em gt Performs petty cash custodial duties lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Audits clerical accounting procedures in other agencies. lt li gt lt ul gt lt em gt Purchasing lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Researches and recommends equipment vendors and prices lt li gt Determines substitutes for supplies and low value equipment lt li gt Authorizes requests for goods and services in corporate system. lt li gt lt li gt lt li gt lt ul gt lt em gt Scheduling amp Coordinating for others lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Manages supervisor 039 s calendar which may require negotiating time and place lt li gt Researches and negotiates with hotels etc. for best logistical arrangements for rooms lt li gt Makes complex scheduling arrangements involving multiple parties including informing all relevant parties lt li gt Independently makes and cancels meetings depending on the subject and attendees lt li gt Determines what confidential information can be disseminated and to whom lt li gt Arranges for special room or equipment needs and or multiple locations amp individuals lt li gt Coordinates domestic and foreign travel arrangements for executive work unit head unit personnel and visitors lt li gt Participates in the planning and coordination of national and international meetings e.g. reserves sites meeting logistics publicity. lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt ul gt lt em gt Communication lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Independently composes original correspondence e.g. preparation of replies to non technical requests for the executive work unit head 039 s review and signature lt li gt Coordinates data collection and provides information to others including executive work unit head lt li gt Explains policies of the functional area e.g. purchasing travel and leave . lt li gt lt li gt lt li gt lt ul gt lt em gt Office Management lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Performs supervises several administrative functions e.g. records management reception . lt li gt lt ul gt lt em gt General Administrative lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Develops filing systems paper and or electronic lt li gt Develops internal mailing processes and procedures lt li gt Prepares non routine responses to correspondence lt li gt May supervise general administrative functions. lt li gt lt li gt lt li gt lt li gt lt ul gt lt em gt Receptionist Public Contact lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Oversees or resolves non routine difficult situations based on knowledge and interpretation of established policies amp procedures lt li gt Interprets county rules amp regulations to employees management and the public using discretion as to proper application. lt li gt lt li gt lt ul gt lt em gt Information Systems Software lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Develops macros lt li gt Creates and maintains databases lt li gt Generates unique reports lt li gt Creates complex spreadsheets for work unit lt li gt Diagnoses and resolves simple software hardware problems lt li gt Maintains Web pages lt li gt Designs and lays out publications using specialized software packages lt li gt May supervise. lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt ul gt lt em gt Reports lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Prepares routine reports and statistics based on information compiled from various sources lt li gt Determines report format and elements. lt li gt lt li gt lt ul gt lt em gt Payroll lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Prepares and or supervises preparation of complex payroll e.g. shift differential overtime multiple grants 56 hour workweek FLSA . lt li gt Researches payroll issues e.g. overtime leave hours . lt li gt Interprets policies amp procedures. lt li gt lt li gt lt li gt lt ul gt lt em gt Personnel lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Initiates the full range of processing for complex personnel actions lt li gt Conducts new employee orientation within assigned agency including notifying employees of Period of Initial Eligibility and the importance of compliance lt li gt Counsels employees on basic benefit questions lt li gt Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions lt li gt Updates job descriptions using information obtained from employee supervisor evaluations and samples lt li gt Resolves personnel processing problems on personnel policy procedures with interpretation from appropriate resource e.g. DHR lt li gt Completes job recruitment packages including drafting advertisement language for non professional job announcements lt li gt Serves as liaison between supervisor manager and HR regarding routine personnel actions lt li gt Advises supervisor and provides information regarding HR policies and procedures. lt li gt Prepares diversity report. lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt ul gt Required Knowledge Skills and Abilities lt ul gt lt li gt Knowledge and understanding of the programs or activities of the unit served as well as of the county and departmental administrative guides lt li gt Position may require knowledge of basic principles and methods of a technical or professional field. lt li gt lt li gt lt ul gt lt em gt Math Skills lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Basic math skills. lt li gt lt ul gt lt em gt Word Processing Typing lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Intermediate skills in use of applicable Microsoft Office Word. lt li gt lt ul gt lt em gt PC Skills lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Intermediate skills in the use of applicable Microsoft Office Suite software lt li gt Intermediate skills in the use of agency specific software applications. lt li gt lt li gt lt ul gt lt em gt Communication lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Ability to communicate well through written and oral means. lt li gt lt ul gt lt em gt Information Abilities lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Ability to gather integrate and analyze simple data. lt li gt lt ul gt lt em gt Interpersonal Abilities lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Ability to establish and maintain effective working relationships with both external and internal contacts. lt li gt lt ul gt lt em gt Purchasing and Accounting lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Ability to perform data entry into Purchasing Logistics Enterprise Resource Planning systems and or Financial Enterprise Resource Planning systems in at least five functions. lt li gt lt ul gt lt em gt Personnel and Payroll lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Ability to perform complex Human Capital Management Enterprise Resource Planning system functions e.g. establish a position create a PCF determine cost center codes etc. . lt li gt lt ul gt lt em gt Executive Assistance lt em gt lt br gt lt strong gt   lt strong gt lt ul gt lt li gt Ability to maintain confidentiality and be sensitive to political issues. lt li gt lt ul gt Employment Standards lt br gt lt br gt lt strong gt MINIMUM QUALIFICATIONS lt strong gt lt br gt Any combination of education experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area s . lt br gt lt br gt lt strong gt CERTIFICATES LICENSES REQUIRED lt strong gt lt ul gt lt li gt The appointee must complete the following Incident Command Systems courses ICS 100 200 300 400 700 and 800 classes within twelve months of appointment. lt li gt lt ul gt lt strong gt NECESSARY SPECIAL REQUIREMENTS lt strong gt lt ul gt lt li gt The appointee to this position will be required to complete a criminal background investigation  a credit check and a commercial driver license screening to the satisfaction of the employer. lt li gt As a civilian member of an emergency response organization during an emergency activation employee may be required to work irregular hours work mandatory overtime work at a location other than the official duty station support the department on a 24 7 basis and may include duties other than those specified in the employee 039 s official position description. lt li gt Emergency Operation Center EOC activations my require 12 hour or longer shifts which could include evenings weekends and holidays. lt li gt lt li gt lt li gt lt ul gt lt strong gt PREFERRED QUALIFICATIONS lt strong gt lt ul gt lt li gt Advanced knowledge in Excel Word and PowerPoint. lt li gt Experience and proficiency in accessing and using mainframe financial and budgeting systems such as SAP or similar software. lt li gt Knowledge of procurement reconciliation. lt li gt Strong analytical skills and attention to detail. lt li gt Ability to communicate clearly and concisely both orally and in writing. lt li gt Ability to develop and maintain effective working relationships with a variety of individuals. lt li gt lt li gt lt li gt lt li gt lt li gt lt li gt lt ul gt lt strong gt PHYSICAL REQUIREMENTS lt strong gt lt br gt Incumbent may be required on occasion to move and lift up to 25 pounds boxes files etc. . Must be able to speak articulately in person and on telephone work long periods at a desk walk over rough terrain on occasion and fully participate as required as a civilian member of an emergency response organization. Duties may be performed with or without reasonable accommodations. lt br gt lt br gt lt strong gt SELECTION PROCEDURE lt strong gt lt br gt Panel interview with written exercise. lt br gt lt br gt lt strong gt It is the policy of Fairfax County Government to prohibit discrimination on the basis of race sex color national origin religion age veteran status political affiliation genetics or disability in the recruitment selection and hiring of its workforce. lt strong gt lt br gt lt br gt 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. lt div gt lt br gt



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