Administrative Assistant Iii

4 weeks ago

Fairfax, United States Fairfax County Government Full time

**Salary**
- $43,498.00 - $72,496.11 Annually**Location**
- FAIRFAX (EJ33), VA**Job Type**
- FT Hourly W BN**Job Number**
- 24-01213**Department**
- Library**Opening Date**
- 05/11/2024**Closing Date**
- 5/17/2024 11:59 PM Eastern**Pay Grade**
- S15**Posting Type**
- Open to General Public**Job Announcement**:
Under direction of the Executive Assistant to the Library Director, this position provides support services to Library Administration. Assists with the logistics and coordination of customer focused services. Inputs, manipulates, and retrieves project information using databases and spreadsheets. Responds to informational and procedural requests from staff and the public. Back-up support for Library Board of Trustees and FOIA Officer. Performs other duties as may be assigned to further the goals and objectives of Fairfax County Public Library (FCPL).

Note: The assigned functional areas for this position include general administrative assistance and/or library support.

Schedule: Occasional evenings and/or irregular weekends. Occasional overtime may be required.

To learn more about a career with Fairfax County Public Library, watch our video "Library Staff Share Why They Love Working at the Library".

**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;
- 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.

**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

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