Administrative Assistant III

Job Announcement

Ensures that Alcohol Safety Action Program (ASAP) office is open on time. Receives payments from clients and enters payments in agency database (ECM) and issues receipts to clients; deals with all payment related matters and sets up payment arrangements with clients. Maintains record of habitual offender evaluation schedule. Maintains file room in order. Access FOCUS Marketplace County to order office supplies for the agency. Participates in cross training of other staff and performs other duties in their absence. Performs data entry as required. Reviews all out of state related referrals to make sure that all required paperwork has been submitted by client prior to enrollment in program. Serves as the main point of contact for all transfer in/out cases. Forwards transfer acknowledgments for all transfer in cases to the 23 other Alcohol Safety Action Program (ASAP) programs. Handles court-related inquiries from staff as it relates to court orders. Assembles case files and print case labels and distributes them to the appropriate administrative staff person for distribution. Serves as a back-up to the other Administrative Assistants as needed. This position provides general administrative support in the assigned functional areas of office administration, criminal justice, legal or court support services, and customer support.

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 high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED: Valid driver's license (Required at the time of application) Must pass the Commission of VASAP Exams after 90 days of employment.

NECESSARY SPECIAL REQUIREMENTS: The appointee to the position will be required to complete the following to the satisfaction of the employer:

• Criminal Background Investigation
• Child Protective Services Registry Check
• Driving Record Check

• At least two years of strong line customer service experience including responding to customers face to face, by telephone and in writing.
• Ability to work independently and make sound decisions.
• Excellent communication skills.
• At least one year of experience interpreting Alcohol Safety Action (ASAP) Policies and Procedures.
• Proficiency using Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint. Knowledge of SharePoint is also preferred.

• Ability to lift up to 15 pounds.
• Ability to communicate effectively with others.
• Ability to use keyboard driven equipment.
• All duties performed with or without reasonable accommodations.

Panel interview and may include a practical exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian/Pacific Islander, Indo-European, and many others .) We encourage candidates who are bilingual in English and another language to apply for 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. TTY View phone number on click.appcast.io. View email address on click.appcast.io . EEO/AA/TTY.

Requisition 26-00985

Merit Positions

Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:

• Medical/Vision/Dental Insurance Coverage
• Group Term Life Insurance
• Long Term Disability
• LiveWell Program
• Flexible Spending Programs
• Paid Leave (annual, sick, parental, volunteer activity, and more!)
• Paid Holidays
• Contributory Retirement Plan
• Deferred Compensation
• Employee Assistance Program
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