Administrative Assistant IV

JOB Provides day-to-day office management and administrative support for the DPSC Director, the Support Services Section and the McConnell Public Safety &Transportation Operations Center (MPSTOC) General Manager.
Creates, formats, and proofreads documents, letters, and memos using Microsoft Office Suite.
Will be responsible for a variety of administrative duties including answering phones and taking messages, data entry, maintaining databases and electronic folders, receiving and/or distributing mail, and scheduling meetings.
Will be the point of contact for on-site county and state agencies and collaborate with state and outside contractors housed at MPSTOC.
Manages DPSC and MPSTOC conference rooms.
Assists with travel & non-travel processing and procedures, reviews completed paperwork for accuracy.
As a member of the DPSC agency, provides critical support to assist with achieving the goals and mission of the agency.
Note: The assigned functional areas for this position include general administration, financial and procurement support, human resources, and/or building management.
EXAMPLE OF 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 DutiesReviews 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 AdministrationApproves and authorizes accounts through corporate system;Monitors external accounts and resolves discrepancies;Reviews and reconciles status reports.
AccountingSupervises 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.
PurchasingResearches 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 othersManages 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.
CommunicationIndependently 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 ManagementPerforms/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 AdministrativeDevelops 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 ContactOversees 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/TypingDevelops macros;Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/SoftwareDevelops 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.
ReportsPrepares routine reports and statistics based on information compiled from various sources;Determines report format and elements.
PayrollPrepares 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.
PersonnelInitiates 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.
SUPPLEMENTAL INFORMATION 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 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 to the satisfaction of the employer.
PREFERRED QUALIFICATIONS: Self-motivated team player with excellent interpersonal, oral, and written communication skills with experience working in a team environment.
Strong organizational and time management skills with ability to multitask.
Exhibits great attention to detail and accuracy, and experience following and interpreting policies and procedures.
Experience working in a high volume setting with multiple interruptions performing various duties.
Experience assisting internal and external customers.
Experience performing data entry and generating routine reports.
Experience reviewing financial and/or procurement documents for compliance with established policies and procedures.
Three years of experience meeting multiple deadlines, preparing and maintaining accurate records, operating various equipment including copier, telephone, computer, etc, working in a fast-paced environment, exercising considerable tact and courtesy when dealing with citizens and handling confidential information, working in a team environment, and providing a high level of customer service.
Ability to be flexible/adapt to shifting priorities with multiple interruptions.
Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint)Two years of experience procuring goods and services for a government organization or performing Accounts Receivable and Accounts Payable work.
PHYSICAL REQUIREMENTS: Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor.
Incumbent must be able to operate keyboard driven equipment.
Must communicate with others.
Employee may be required to lift up to 15lbs.
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.
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