Administrative Assistant III

Fairfax County Government • Reston, VA • 8m ago

Job Announcement

Works as part of the juvenile court’s North County Probation and Parole Unit. Under administrative supervision, serves as the principal staff assistant to support Probation Supervisor II (Unit Director). In addition, performs accurate and confidential court intake by supporting Probation Counselor III (Assistant Director). Also supports, as required, other unit staff and ... performs related program work. Tracks and resolves computer issues for staff. Coordinates groups and programs for the Court Service Unit (CSU).

Support for Probation Supervisor II on a daily basis, this position acts as liaison on behalf of Probation Supervisor II, Probation Officer III, and other unit staff to interpret established court related policies and procedures to provide resolution of problems when staff is not present.

This position uses independent judgment to assist local, state, federal other government jurisdictions or citizens to provide accurate and reliable communications either in person, via telephone, or email.

Periodically this position is required to handle a crisis situation with juvenile(s) or parent(s) on-site with other citizens present. In most cases, an immediate on-the-spot decision must be made to resolve issues in a calm and professional manner. The Probation Supervisor II is kept abreast of all issues. This position designs and creates brochures, information pages, charts, forms, court training program information and presentations for workshops integrating pictures or graphs. Court training program information for staff is reviewed in the employee learning system for accuracy and corrected in the event of error. External learning events are also data entered.

Maintains manual computer backup system; creates templates and macros and other time saving forms to ensure efficient management of time for the daily workflow process. Responsible for maintaining the unit’s website. Assists all staff in the resolution of computer problems and maintains computer log of work order requests that require resolution. Periodically, due to storms or shortage of personnel, this position is required to assist off-site computer personnel with testing, rebooting of computers, and information gathering for computers and printers to maintain daily operation of the court’s North County Probation Unit’s computer systems. Orders appropriate supplies to keep the computer office systems functioning and notifying computer personnel of system problems when they occur. Orders office supplies on-line and maintains budget records for all purchases.

This position tracks functional information by maintaining computerized records to provide probation supervisor ii with information related to the budget. This position analyzes information for accurate data entry to produce excel documents and draft routine correspondence and memos for Probation Supervisor II’s signature.

Note: The assigned functional areas for this position include general administration, office management, and/or customer service.

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

Sets up accounts through corporate systems;

Reconciles ledgers;

Prepares status reports;

Gathers data for use by others in preparing budget;

Prepares transfer vouchers and interfund billing;

Monitors external accounts for discrepancies.

Accounting

Prepares wide variety of accounting forms;

Reconciles daily receipts or accounts receivable/payable;

Identifies discrepancies and makes corrections;

Collects required documents;

Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

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;

Authorizes requests for goods and services in corporate systems;

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.

Payroll

Processes pay adjustments;

Transmits on-line T&As;

Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;

Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);

Trains new employees on how to do on-line time.

Personnel

Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);

Provides basic new employee benefits information;

Explains routine personnel policies and procedures;

Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;

Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

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 routineHuman 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 the following:

(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

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).

NECESSARY SPECIAL REQUIREMENTS:

The appointee to this position will be required to complete a criminal background check and child protective services to the satisfaction of the employer.

PREFERRED QUALIFICATIONS: • 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. • Experience providing office support and front-line customer service. • Experience operating a multi-line phone system. • Experience scheduling appointments/meetings utilizing appointment scheduling software. • Familiarity with Microsoft Outlook, Word, PowerPoint, and Excel.

PHYSICAL REQUIREMENTS:

Ability to operate keyboard driven equipment. Ability to operate standard office equipment.

Job is generally sedentary in nature; however, incumbent must be able to lift/ move up to 15 pounds. Visual and auditory acuity is required to communicate with others and read data on computer monitor. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include written exercise may be administered.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home ( Spanish, Asian/Pacific Islander, Indo-European, and others ) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY