Administrative Assistant III

Job Announcement

This position, located at the Sully District Station, performs secretarial and clerical functions for the Station Commander, Assistant Station Commander, and Station supervisory person. Reviews and processes correspondence, schedules tasks, and prepares and/or writes reports. Proofs memoranda and letters within required time frames. Copies and edits documents, maintains files, and receives telephone calls. Facilitates communications with station staff. The assigned functional areas of this position are general administrative, procurement, and payroll.

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 routine Human 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: High school graduation and two years of experience providing administrative support in the assigned functional area(s). PREFERRED QUALIFICATIONS: Procurement/reconciliation experience, Frontline customer service experience, Printshop, time and attendance/payroll experience. Advanced skills in writing, editing, and grammar; advanced skills with Microsoft Office applications; strong decision-making skills; self-motivated; and able to work independently. CERTIFICATES AND LICENSES REQUIRED: Driver's license (required) NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check, credit check, driver's license check and public safety background check to the satisfaction of the employer. PHYSICAL REQUIREMENTS: Work requires the ability to operate keyboard-driven equipment and to sit for long periods. Employment contingent on completion of background investigation and employee is subject to random drug testing. All duties may be performed with or without reasonable accommodations.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish,