What are the responsibilities and job description for the Administrative Assistant III position at Fairfax County?
Note: The assigned functional areas for this position include general administrative assistance, accounts payable/receivable, records management, collections, customer service and/or office management.
(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;
Fiscal Administration
Reconciles ledgers;
Prepares status reports;
Gathers data for use by others in preparing budget;
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
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
Communication
Composes routine correspondence on behalf of the executive/work unit head.
Office Management
Provides administrative support and implements procedures;
Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
Provides and explains relevant policies and procedures.
Receptionist/Public Contact
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;
Compiles reports from edited drafts;
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.(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.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.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).
PREFERRED QUALIFICATIONS:
- Strong interpersonal skills and proven experience establishing and maintaining effective working relationships.
- Strong ability to communicate effectively, both orally and in writing.
- Experience working with Microsoft Office Outlook, Word, Excel, and PowerPoint.
- Experience in a law enforcement work environment.
- Ability to maintain effective relationships with staff, citizen groups, and the public
- Organizational and research skills
- At least three years of experience providing direct customer service.
- Ability to manage workloads sufficiently to meet deadlines.
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, credit check and driving record check to the satisfaction of the employer.
CERTIFICATES AND LICENSES REQUIRED:
Driver’s License (required)PHYSICAL REQUIREMENTS:
Incumbent must communicate with other agency(s) and the public. Job is generally sedentary in nature, however, visual acuity is required to read data on computer monitor, ability to operate keyboard driven equipment. 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.
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Salary : $44,368 - $73,946
