Administrative Assistant Iii

Job Announcement

Serves as the primary contact, receptionist and liaison for the workforce, government officials, stakeholders, and visitors, serves as administrative support professional supporting the Office of the Executive Director, the deputy directors, and offers administrative support across the organization. Responsible for reception to include opening and closing the office, welcoming guests, and greeting people who visit the business, coordinating front-desk activities such as, routing phone calls, distributing mail, receiving and routing sensitive HIPAA fax's, contributing to the management of MOU tracking, managing and ordering supplies, coordinate Konica Minolta's Clean Plant Program, ensure copiers and shredder are operational and clear shredding box and submits work orders as needed. Utilizes interpreter language line over-the-phone to assist in meeting the needs of our diverse population served and our electronic health record to process fax medication orders between clinical staff and pharmacies. As part of an administrative support team, provides assistance to executive, senior level, and other staff including the administrative support team. Manages Lock & Talk distribution and coordinates supply of drug disposal kits and secure firearm boxes for staff pick up. A primary point of contact in coordinating site emergency response/preparedness procedures for the office and serves as a designated essential emergency response staff within the office. Works u nder the supervision of Administrative Assistant V.

Functional areas: general administration, front desk lead, or customer service support.

Here are some of additional benefits CSB employees enjoy:
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 CSB recognizes that staff competence speaking a variety of languages is necessary to meet client needs. We encourage candidate's bilingual in English and a foreign language to apply. A foreign language skills stipend of up to $1,300/year (full-time) may be given for qualified bi-lingual employees.To find out more about the benefits of working with Fairfax County Government, please visit the CSB Careers Page.
Note: To learn more about careers that make a difference, watch our video "CSB Celebrates 50th Anniversary of Providing Care."

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: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies)
High school graduation and two 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, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire.

This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

PREFERRED QUALIFICATIONS:Some college coursework.2 or more years of experience providing administrative support to senior management2 or more years of experience responding to inquiries from the public and handling customer service-related inquiries2 or more years' experience with Microsoft Office and Teams
PHYSICAL REQUIREMENTS:
Duties performed in general office environment. Ability to answer phones and use keyboard driven equipment. Ability to communicate clearly and effectively with others. Ability to stand, walk, bend, stoop (for filing purposes), and lift up to 20 lbs. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

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 for assistance. TTY EEO/AA/TTY.

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