Administrative Assistant Iii

Job Announcement

This position works as a part of the Juvenile Court's South County Probation Court Service. Serves as the lead administrative assistant when there are two admins in the office. Serves under the direct supervision of the Senior Probation Officer III, and as the principal staff assistant to both the Probation Supervisor II (Unit Director) and the Senior Probation Officer III and supports their job functions. Also supports Probation Officer IIs and performs related program work. At times supports intake officer and the Diversion Hearing process at south county. Prints out court orders, helps track court hearings, completes and sends out courtesy requests and ICJ packets. Gathers and maintains detention stats and mou information. Prepares paperwork like ICJ, commitment packets, and memos to assist with workload. In addition, aids with scheduling, setting up, and some clerical functions related to the intake functions performed at South County by supporting the intake officer and hearings officer. As support for Probation Supervisor II and Senior Probation Officer III on a daily basis, this position acts as liaison on behalf of Probation Supervisor II, Senior Probation Officer III, and Probation Officer II is to interpret established court related policies and procedures to provide resolution of problems when staff is not present. Uses independent judgment to assist local, state, federal and other government jurisdictions or citizens to provide accurate and reliable communications either in person, via telephone, or email. This position is public facing and needs to be able to greet the public and is required to open our front doors at 8:00 am and close our front doors at 4:30 pm.

Periodically this position is required to handle a crisis with juvenile(s) or parent(s) on-site with other citizens present. In most cases, an immediate on-the-spot decision must be made to resolve issues in a calm and professional manner. The Probation Supervisor II and the Senior Probation Officer II is kept abreast of all issues. This position designs and creates charts, forms, court training, program information and presentations for workshops integrating pictures or graphs. Court training program information for staff is reviewed in the employee learning system for accuracy and corrected in the event of error. External learning events are also data entered. Maintains manual computer backup system; creates templates and macros and other time saving forms to ensure efficient management of time for the daily workflow process. Assists all staff in the resolution of computer problems and maintains computer log of work order requests that require resolution. Periodically, due to storms or shortage of personnel, assists off-site computer personnel with testing, rebooting of computers, and information gathering for computers and printers to maintain daily operation of the court's south county probation unit's computer systems. Orders appropriate supplies to keep the office computer systems functioning and notifying computer personnel of system problems when they occur. Tracks functional information by maintaining computerized records to provide Probation Supervisor II and the Senior Probation Officer III with information related to the budget. Analyzes information for accurate data entry to produce excel documents and draft routine correspondence and memos for Probation Supervisor II and the Senior Probation Officer III's signature. Orders office supplies on-line and maintains procurement and budget records for all purchases to include the p-card. Maintains mandatory trainings for the position.

Note: The assigned functional area for this position is general administrative assistance.

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 routineHuman 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 for "Any combination, experience, and training equivalent to")

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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and child protective services check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:At least two years of administrative assistance experienceAt least two years of front-line customer service experience.At least one year experience utilizing a multi-line phone.At least two years of experience utilizing an appointment scheduling software.Experience providing administrative assistance in a court service or legal environment.Excellent interpersonal communication skills, and the ability to work with a diverse clientele of different ethnicities and socio-economic statuses.Excellent organizational skills with the ability to work independently while handling multiple tasks and requests simultaneously.Proficiency with Microsoft Outlook, Word, Powerpoint, and Excel.Working knowledge of Court system software including BADGE (Balanced Approach Data Gathering Environment) and JSVS (Juvenile Secure Viewing System).
PHYSICAL REQUIREMENTS:
Ability to operate keyboard driven equipment. Ability to operate standard office equipment. Job is generally sedentary in nature, however, incumbent must be able to lift/move up to 15 lbs. Visual and auditory acuity is required to communicate with others and read data on 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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