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Administrative Assistant Ii

4 months ago

Annandale, Minnesota, United States Fairfax County Government Full time
Job Announcement

Are you ready to be part of a dynamic team dedicated to promoting health equity and serving diverse communities? The Fairfax County Health Department wants you to join us in our mission to protect and enhance the well-being of 1.2 million residents. With more than 100 years of leadership in the field, we are committed to promoting population health, protecting public health and the environment, and ensuring residents' equitable access to health services and information.

As a vital member of our team, you'll play a crucial role in the day-to-day operations, ensuring seamless administrative support for operations in the department, program, or local office. From greeting and processing clients, to efficiently managing incoming calls, responding to inquiries and requests for information. Accurately enter information into appropriate department databases, schedules appointments and processes and distributes mail. Your contributions will directly impact our ability to deliver top-notch services.

Note: The assigned functional areas of this position are general administrative assistance, customer service, and/or records management.

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
Understanding of the basic PRISM functions;
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 the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

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).

CERTIFICATES AND LICENSES REQUIRED:Cardiopulmonary Resuscitation - CPR (Required within 60 days)AED (Required within 60 days)
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, child protective services check, and sanction screenings to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:At least two years of experience providing administrative support in a high-volume health clinic or medical health care setting with ability to complete tasks with multiple interruptions. At least one year of experience with medical billing, database maintenance, filing systems and scheduling.At least one year of experience handling case or billing in a professional setting.Experience with Medicaid billing utilizing Medicaid Portal and Electronic Medical Record systems.At least one year of front-line customer service experience with excellent customer service skills with the ability to interact in a friendly, service-oriented, and professional manner with internal and external customers.Proficiency in the use of Microsoft Excel.Experience effectively communicating with diverse bilingual/multi-lingual populations.Bilingual or multilingual in English and another language.High level of integrity and discretion in handling confidential information.Ability to work independently and in a team environment, be proactive, exercise good judgment, and use critical thinking skills.Highly organized, demonstrates exceptional interpersonal skills and ability to effectively communicate, both orally and in writing.Ability to manage multiple tasks simultaneously.
PHYSICAL REQUIREMENTS:
Ability to operate keyboard driven equipment. Employee is required to walk, stand, sit, bend, kneel, climb stairs and carry equipment up to 25 pounds in weight as required for the position. Position frequently communicates and must be able to exchange accurate information with others verbally and in writing. Uses hands to grasp, handle or feel. Visual acuity is required to read data on a computer monitor. All duties 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 for assistance. TTY EEO/AA/TTY.

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