Administrative Assistant IV

Administrative Assistant IV

Salary

$47,663.82 - $79,439.78 Annually

Location

FAIRFAX (EJ27), VA

Job Type

FT Hourly W BN

Job Number

24-01021

Department

Neighborhood & Community Svcs

Opening Date

04/27/2024

Closing Date

5/3/2024 11:59 PM Eastern

Pay Grade

S17

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to county residents of all ages.

Great opportunity to make an impact in the local community and help NCS programs provide programs and services to serve our residents and families. The Culture, Recreation, and Community Connections Division within NCS provides all county residents with the opportunity to participate in safe and affordable out-of-school-time care, recreation, and culturally enriching activities that enhances their health and well-being. These opportunities are provided through services and programs at the School Age-Child Care centers; Community, Teen, and Senior Centers; Cooperative Extension 4-H Clubs across the County; and Neighborhood Initiative Program sites.

The Administrative Assistant IV serves as the office administrative assistant of the North County (Region 3) team in the Culture, Recreation, and Community Connections (CRCC) Division located at: 11484 Washington Plaza W, Reston, VA 22190. Under the general supervision of the Region 3 Assistant Division Director, provides day-to-day administrative functioning of the regional office Monday-Friday, 8:00 AM - 5:00 PM.

Note: The assigned functional areas for this position include general administrative assistance, office management, and/or receptionist/public contact.

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

Reviews and approves disbursement forms;

Recommends changes to agency/work unit administrative policies, procedures and methods;

Uses existing spreadsheets and databases to interpret and organize resource information;

Provides customized reports to analysts or others in the unit.

Fiscal Administration

Approves and authorizes accounts through corporate system;

Monitors external accounts and resolves discrepancies;

Reviews and reconciles status reports.

Accounting

Supervises staff performing clerical accounting duties at the Asst. II and III levels;

Resolves problems by performing qualitative review of individual cases;

Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Performs petty cash custodial duties;

Audits clerical accounting procedures in other agencies.

Purchasing

Researches and recommends equipment/vendors and prices;

Determines substitutes for supplies and low value equipment;

Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;

Authorizes requests for goods and services in corporate system;

Monitors contract compliance (e.g., expirations, payment terms, costs);

May act as procurement card manager.

Scheduling & Coordinating for others

Manages supervisor's calendar which may require negotiating time and place;

Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;

Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;

Independently makes and cancels meetings depending on the subject and attendees;

Determines what confidential information can be disseminated and to whom;

Arranges for special room or equipment needs and/or multiple locations & individuals;

Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;

Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.

Communication

Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;

Coordinates data collection and provides information to others including executive/work unit head;

Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management

Performs/supervises several administrative functions (e.g., records management, reception);

Manages a small work unit;

Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);

Notifies relevant individuals of work progress and inquires as to its status.

General Administrative

Develops filing systems (paper and/or electronic);

Develops internal mailing processes and procedures;

Prepares non-routine responses to correspondence;

May supervise general administrative functions.

Receptionist/Public Contact

Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;

Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing

Develops macros;

Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software

Develops macros;

Creates and maintains databases;

Generates unique reports;

Creates complex spreadsheets for work unit;

Diagnoses and resolves simple software/hardware problems;

Maintains Web pages;

Designs and lays out publications using specialized software packages;

May supervise.

Reports

Prepares routine reports and statistics based on information compiled from various sources;

Determines report format and elements.

Payroll

Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).

Researches payroll issues (e.g., overtime, leave hours).

Interprets policies & procedures.

Personnel

Initiates the full range of processing for complex personnel actions;

Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;

Counsels employees on basic benefit questions;

Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;

Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;

Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);

Completes job recruitment packages including drafting advertisement language for non-professional job announcements;

Serves as liaison between supervisor/manager and HR regarding routine personnel actions;

Advises supervisor and provides information regarding HR policies and procedures.

Prepares diversity report.

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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;

Position may require knowledge of basic principles and methods of a technical or professional field.

Math Skills

Basic math skills.

Word Processing/Typing

Intermediate skills in use of applicable Microsoft Office Word.

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.

Information Abilities

Ability to gather, integrate, and analyze simple 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 five functions.

Personnel and Payroll

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.).

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") high school graduation and three 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 check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• At least 3 years of experience providing administrative support for senior management/executive level staff.

• At least 1 year of experience with calendar management, composing complex correspondence, office management, customer service/front desk receptionist, answering phones, and arranging for travel.

• At least 3 years of experience with entering, modifying, and extracting data from an automated database and/or web based application to generate reports and/or charts.

• At least 3 years of experience coordinating, scheduling and setting up complex meetings with multiple parties.

• Experience ordering supplies, equipment, materials, and allocating office space.

• Fluent in English and another language(s).

• Intermediate level proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

• Experience working independently and in team settings, with great attention to detail.

• Well organized, flexible, proactive, resourceful, and efficient.

• Excellent verbal and written communication skills and ability to pay attention to detail.

PHYSICAL REQUIREMENTS:

Work is generally sedentary in nature. However, incumbent may be required to do some walking, standing, bending, and carrying items up to 25 pounds. Ability to operate keyboard-driven equipment. Ability to communicate verbally and in writing. Sufficiently mobile to attend meetings at various locations and make presentations to county staff and community. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include exercise.

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.

#LI-JY1