What are the responsibilities and job description for the Administrative Assistant II position at Fairfax County Government?
- Job Announcement
Under the direction of a supervisor, assists with various administrative duties that support the day-to-day operations of the Therapeutic Recreation Services (TRS) business area, supporting customers with disabilities and their caregivers. Answers phone and provides direct customer service to individuals seeking information about Therapeutic Recreation, programs for individuals with disabilities and Neighborhood and Community Services as a whole. Helps to support and maintain the Therapeutic Recreation Activities Centralized Electronic Registration System (TRACERS) in support of TRS programs. Inputs information into registration database, manages monthly membership-based program reservations, and membership-based program waitlist. Responsible for intake of program registrations and working with customers to find appropriate program placement or referral to other county/community programs. Additional responsibilities include supporting the unit's fiscal and program reporting needs, general office administrative duties, front desk support and assistance with other agency wide initiatives.
Note: The assigned functional areas of this position are general administrative support, customer service, resources and referral assistance, data entry, program intake and registration.- 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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.
Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.
Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.
Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.
Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.
Communication
Produces and electronically distributes simple documents (e.g., flyers).
Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.
General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.
Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.
Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.
Information Systems/Software
Performs data entry into multiple screens.
Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
T&A).
Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).- 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
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.
Communication
Ability to read and comprehend relevant documents.
Information Abilities
Ability to process and integrate simple data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.
Purchasing and Accounting
Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
Personnel and Payroll
Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
PC Skills
Basic skills in the use of applicable Microsoft software.- Employment Standards
MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).
PREFERRED QUALIFICATIONS:
Prior experience with the following:- Providing financial support services
- Developing statistical reports
- Providing purchasing support
- Working with or providing customer service to programs that serve individuals with disabilities
- Proficiency with Microsoft Office Suite software or similar PC-based spreadsheet, word processing, database, and presentation software packages
- Good written and oral communication skills and basic math skills
- Ability to pay attention to detail
- Virginia Notary Public
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and child protective services registry check to the satisfaction of the employer.
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 may be 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. TTY 703-222-7314. EEO/AA/TTY.#LI-LD1
