Fairfax County, VA
Administrative Assistant IV
Fairfax County, VA, Fairfax, Virginia, United States, 22032
Salary :
$48,617.09 - $81,028.48 Annually
Location :
FAIRFAX (EJ27), VA
Job Type:
FT Hourly W BN
Job Number:
24-02740
Department:
Family Services
Opening Date:
11/30/2024
Closing Date:
12/6/2024 11:59 PM Eastern
Pay Grade:
S17
Posting Type:
Open to General Public
Job Announcement
Join a dynamic, team-based environment supporting the values and human service mission of the Department of Family Services (DFS). Under the general supervision of an Administrative Associate, the employee procures equipment, supplies, materials, and services needed to meet the requirements of the department. Procurement may occur through basic or advanced purchase orders or procurement card. The employee works independently utilizing the Request for Supplies and Services System (RSS), the FOCUS Procurement and Finance and Budget Modules, SmartSheets, and numerous funding codes to setup and manage purchase orders for the various DFS locations across the county in accordance with established local, state, and federal purchasing rules. Acts as a subject matter expert in the advanced and basic shopper modules within the FOCUS Procurement Module. Advises and educates staff on the procurement processes, procedures, and policies. Supports the monthly procurement reconciliation and purchase order analysis processes. Develops solutions to complex problems that may arise. Maintains knowledge of and ensure compliance with all applicable federal, state, and local laws and regulations. Utilizes higher technical procurement skills and can interpret policies and procedures set forth by the Virginia Public Procurement Act and Fairfax County Purchasing Resolution. Provides guidance and support to the Logistic Division when they need assistance with an office supplies purchase order. Responsible for the receipt, storage, and distribution of gift cards procured through purchase orders or procurement card. This includes utilization of the gift card safe and following all policies and procedures related to gift card handling.
Note:
The assigned functional areas for this position are
Accounts Payable, Accounts Receivable, Financial Reconciliation, Purchasing and Reporting. 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 Reviews and approves disbursement forms; Recommends changes to agency/work unit administrative policies, procedures and methods; Uses existing spreadsheets and databases to interpret and organize resource information; Provides customized reports to analysts or others in the unit. Fiscal Administration Approves and authorizes accounts through corporate system; Monitors external accounts and resolves discrepancies; Reviews and reconciles status reports. Accounting Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable; Performs petty cash custodial duties; Purchasing Researches and recommends equipment/vendors and prices; Determines substitutes for supplies and low value equipment; Verifies the accuracy of and updates the department equipment and/or fixed asset inventory; Authorizes requests for goods and services in corporate system; Monitors contract compliance (e.g., expirations, payment terms, costs); May act as procurement card manager. Scheduling & Coordinating for others Manages supervisor's calendar which may require negotiating time and place; Researches and negotiates with hotels, etc. for best logistical arrangements for rooms; Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties; Independently makes and cancels meetings depending on the subject and attendees; Determines what confidential information can be disseminated and to whom; Arranges for special room or equipment needs and/or multiple locations & individuals; Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors; Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity. Communication Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature; Coordinates data collection and provides information to others including executive/work unit head; Explains policies of the functional area (e.g., purchasing, travel, and leave). Office Management Performs/supervises several administrative functions (e.g., records management, reception); Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed); Notifies relevant individuals of work progress and inquires as to its status. General Administrative Develops filing systems (paper and/or electronic); Develops internal mailing processes and procedures; Prepares non-routine responses to correspondence; Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures; Interprets county rules & regulations to employees, management, and the public using discretion as to proper application. Word Processing/Typing Information Systems/Software Develops macros; Creates and maintains databases; Generates unique reports; Creates complex spreadsheets for work unit; Diagnoses and resolves simple software/hardware problems; Maintains Web pages; Designs and lays out publications using specialized software packages; Reports Prepares routine reports and statistics based on information compiled from various sources; Determines report format and elements. 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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides; Position may require knowledge of basic principles and methods of a technical or professional field. Math Skills Basic math skills. Word Processing/Typing Intermediate skills in use of applicable Microsoft Office Word. PC Skills Intermediate skills in the use of applicable Microsoft Office Suite software; Intermediate skills in the use of agency specific software applications. Communication Ability to communicate well through written and oral means. Information Abilities Ability to gather, integrate, and analyze simple 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 five functions. Personnel and Payroll Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.). 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 high school graduation and three years of experience providing administrative support in the assigned functional area(s).
CERTIFICATES AND LICENSES REQUIRED: None.
NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background, credit check, and a Child Protective Services check to the satisfaction of the employer.
PREFERRED QUALIFICATIONS: Associate or Bachelor's Degree Experience working in accounts payable and accounts receivable. 2 years of finance related work experience. Experience with SAP or similar enterprise-wide systems Strong customer service philosophy. Experience organizing and managing digital records. Ability to efficiently prioritize workload and adhere to deadlines. Strong interpersonal and communication skills and the ability to work effectively with employees at varying levels of authority Ability to communicate concisely Ability to make recommendations to effectively resolve problems or issues Intermediate proficiency with Microsoft Office Suite applications, including Outlook, PowerPoint, Excel and Word. Experience in working with data from multiple sources and in variety of formats: Excel, csv, databases, etc.; Attention to detail, problems solving skills and ability to simultaneously manage multiple tasks in a fast-paced environment; Ability to gather and analyze data and to generate reports. Ability to work both independently and within a team setting. Completed at least six credit hours of basic accounting principles and concepts.
PHYSICAL REQUIREMENTS: Ability to communicate clearly in writing and verbally Ability to file and retrieve hard copy files from a high file cabinet. Ability to lift up to 30 pounds Ability to multi-task and address urgent issues that arise. Ability to use office equipment, to include copiers, scanners, and computers (including MS Office Software and County apps). All duties performed with or without reasonable accommodation.
SELECTION PROCEDURE: Panel interview and may include a practical exercise.
The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home () 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. EEO/AA/TTY.
#LI-RS1
Merit Positions
Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following: Medical/Vision/Dental Insurance Coverage Group Term Life Insurance Long Term Disability LiveWell Program Flexible Spending Programs Paid Leave (annual, sick, parental, volunteer activity, and more!) Paid Holidays Contributory Retirement Plan Deferred Compensation Employee Assistance Program Employees' Child Care Center Commuter Benefit Program Continuous Learning Opportunities
NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
For additional details please visit the
Non-Merit Positions Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.
Medical/Vision/Dental Insurance Coverage Flexible Spending Program Deferred Compensation
Temporary: scheduled to work a maximum of 900 hours in a calendar year.
No benefits
01
What is the highest level of education that you have completed?
Less than 12th grade High school diploma or GED Some college Associate's degree Bachelor's degree Master's degree Doctorate degree
02
If you answered "Some college" for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a degree.
Less than 45 quarter hours 45 to less than 90 quarter hours 90 to less than 135 quarter hours 135 to less than 180 quarter hours 180 or more quarter hours Less than 30 semester hours 30 to less than 60 semester hours 60 to less than 90 semester hours 90 to less than 120 semester hours 120 or more semester hours Not applicable
03
How many years of full-time equivalent experience do you have providing administrative support in the assigned functional areas of Accounts Payable, Accounts Receivable, Financial Reconciliation, Purchasing and/or Reporting?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
04
Have you completed at least six credit hours of basic accounting principles and concepts?
Yes No
05
How many years of experience do you have with SAP or a similar enterprise wide system?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
06
How many years of customer service experience do you have?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
07
Are you proficient in any of the following Microsoft Office Suite applications? Check all that apply.
Outlook (Composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments & meetings, managing tasks) Word (Knowledge of common functions such as creating a title; using, modifying, and creating styles; indenting paragraphs; using tabs and tables; inserting a hard page break; using page numbering; creating headers and footers; inserting graphics; adding comments and tracking changes) PowerPoint (Creating a template and working with a design template; working with graphics, animation and multimedia; building interactive presentations using hyperlinks) None of the above
08
Please indicate your level of proficiency with Microsoft Excel.
Beginner (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents) Intermediate (Knowledge of inserting and modifying graphic objects in a worksheet; customizing and enhancing workbooks; analyzing data using Pivot Tables, Slicers, and Pivot Charts) Advanced (Extensive knowledge of increasing productivity and improving efficiency by streamlining workflow; collaborating with others using workbooks; auditing worksheets; analyzing data; working with multiple workbooks; importing and exporting data, using Excel with the web) No experience
09
Which of the following are included in your professional work experience? Check all that apply.
Accounts receivable Accounts payable Grants operations/management Billing and collections Financial reconciliations Accounting analysis and preparation of journal entries Expenditures accruals None of the above
10
How many years of experience do you have with accounts payable processes?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
11
How many years of experience do you have with accounts receivable processes?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
12
How many years of experience do you have organizing and managing digital records?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
13
Please identify the type(s) of experience you have had in the following areas of customer service. Check all that apply:
Face-to-face customer service Telephone customer service Respond in writing (email and paper correspondence) to customer inquiries Research and resolve difficult and complex customer issues Propose creative solutions to a senior leader/executive, for a complex fiscal scenario None of the above
Required Question
$48,617.09 - $81,028.48 Annually
Location :
FAIRFAX (EJ27), VA
Job Type:
FT Hourly W BN
Job Number:
24-02740
Department:
Family Services
Opening Date:
11/30/2024
Closing Date:
12/6/2024 11:59 PM Eastern
Pay Grade:
S17
Posting Type:
Open to General Public
Job Announcement
Join a dynamic, team-based environment supporting the values and human service mission of the Department of Family Services (DFS). Under the general supervision of an Administrative Associate, the employee procures equipment, supplies, materials, and services needed to meet the requirements of the department. Procurement may occur through basic or advanced purchase orders or procurement card. The employee works independently utilizing the Request for Supplies and Services System (RSS), the FOCUS Procurement and Finance and Budget Modules, SmartSheets, and numerous funding codes to setup and manage purchase orders for the various DFS locations across the county in accordance with established local, state, and federal purchasing rules. Acts as a subject matter expert in the advanced and basic shopper modules within the FOCUS Procurement Module. Advises and educates staff on the procurement processes, procedures, and policies. Supports the monthly procurement reconciliation and purchase order analysis processes. Develops solutions to complex problems that may arise. Maintains knowledge of and ensure compliance with all applicable federal, state, and local laws and regulations. Utilizes higher technical procurement skills and can interpret policies and procedures set forth by the Virginia Public Procurement Act and Fairfax County Purchasing Resolution. Provides guidance and support to the Logistic Division when they need assistance with an office supplies purchase order. Responsible for the receipt, storage, and distribution of gift cards procured through purchase orders or procurement card. This includes utilization of the gift card safe and following all policies and procedures related to gift card handling.
Note:
The assigned functional areas for this position are
Accounts Payable, Accounts Receivable, Financial Reconciliation, Purchasing and Reporting. 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 Reviews and approves disbursement forms; Recommends changes to agency/work unit administrative policies, procedures and methods; Uses existing spreadsheets and databases to interpret and organize resource information; Provides customized reports to analysts or others in the unit. Fiscal Administration Approves and authorizes accounts through corporate system; Monitors external accounts and resolves discrepancies; Reviews and reconciles status reports. Accounting Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable; Performs petty cash custodial duties; Purchasing Researches and recommends equipment/vendors and prices; Determines substitutes for supplies and low value equipment; Verifies the accuracy of and updates the department equipment and/or fixed asset inventory; Authorizes requests for goods and services in corporate system; Monitors contract compliance (e.g., expirations, payment terms, costs); May act as procurement card manager. Scheduling & Coordinating for others Manages supervisor's calendar which may require negotiating time and place; Researches and negotiates with hotels, etc. for best logistical arrangements for rooms; Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties; Independently makes and cancels meetings depending on the subject and attendees; Determines what confidential information can be disseminated and to whom; Arranges for special room or equipment needs and/or multiple locations & individuals; Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors; Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity. Communication Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature; Coordinates data collection and provides information to others including executive/work unit head; Explains policies of the functional area (e.g., purchasing, travel, and leave). Office Management Performs/supervises several administrative functions (e.g., records management, reception); Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed); Notifies relevant individuals of work progress and inquires as to its status. General Administrative Develops filing systems (paper and/or electronic); Develops internal mailing processes and procedures; Prepares non-routine responses to correspondence; Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures; Interprets county rules & regulations to employees, management, and the public using discretion as to proper application. Word Processing/Typing Information Systems/Software Develops macros; Creates and maintains databases; Generates unique reports; Creates complex spreadsheets for work unit; Diagnoses and resolves simple software/hardware problems; Maintains Web pages; Designs and lays out publications using specialized software packages; Reports Prepares routine reports and statistics based on information compiled from various sources; Determines report format and elements. 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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides; Position may require knowledge of basic principles and methods of a technical or professional field. Math Skills Basic math skills. Word Processing/Typing Intermediate skills in use of applicable Microsoft Office Word. PC Skills Intermediate skills in the use of applicable Microsoft Office Suite software; Intermediate skills in the use of agency specific software applications. Communication Ability to communicate well through written and oral means. Information Abilities Ability to gather, integrate, and analyze simple 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 five functions. Personnel and Payroll Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.). 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 high school graduation and three years of experience providing administrative support in the assigned functional area(s).
CERTIFICATES AND LICENSES REQUIRED: None.
NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background, credit check, and a Child Protective Services check to the satisfaction of the employer.
PREFERRED QUALIFICATIONS: Associate or Bachelor's Degree Experience working in accounts payable and accounts receivable. 2 years of finance related work experience. Experience with SAP or similar enterprise-wide systems Strong customer service philosophy. Experience organizing and managing digital records. Ability to efficiently prioritize workload and adhere to deadlines. Strong interpersonal and communication skills and the ability to work effectively with employees at varying levels of authority Ability to communicate concisely Ability to make recommendations to effectively resolve problems or issues Intermediate proficiency with Microsoft Office Suite applications, including Outlook, PowerPoint, Excel and Word. Experience in working with data from multiple sources and in variety of formats: Excel, csv, databases, etc.; Attention to detail, problems solving skills and ability to simultaneously manage multiple tasks in a fast-paced environment; Ability to gather and analyze data and to generate reports. Ability to work both independently and within a team setting. Completed at least six credit hours of basic accounting principles and concepts.
PHYSICAL REQUIREMENTS: Ability to communicate clearly in writing and verbally Ability to file and retrieve hard copy files from a high file cabinet. Ability to lift up to 30 pounds Ability to multi-task and address urgent issues that arise. Ability to use office equipment, to include copiers, scanners, and computers (including MS Office Software and County apps). All duties performed with or without reasonable accommodation.
SELECTION PROCEDURE: Panel interview and may include a practical exercise.
The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home () 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. EEO/AA/TTY.
#LI-RS1
Merit Positions
Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following: Medical/Vision/Dental Insurance Coverage Group Term Life Insurance Long Term Disability LiveWell Program Flexible Spending Programs Paid Leave (annual, sick, parental, volunteer activity, and more!) Paid Holidays Contributory Retirement Plan Deferred Compensation Employee Assistance Program Employees' Child Care Center Commuter Benefit Program Continuous Learning Opportunities
NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
For additional details please visit the
Non-Merit Positions Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.
Medical/Vision/Dental Insurance Coverage Flexible Spending Program Deferred Compensation
Temporary: scheduled to work a maximum of 900 hours in a calendar year.
No benefits
01
What is the highest level of education that you have completed?
Less than 12th grade High school diploma or GED Some college Associate's degree Bachelor's degree Master's degree Doctorate degree
02
If you answered "Some college" for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a degree.
Less than 45 quarter hours 45 to less than 90 quarter hours 90 to less than 135 quarter hours 135 to less than 180 quarter hours 180 or more quarter hours Less than 30 semester hours 30 to less than 60 semester hours 60 to less than 90 semester hours 90 to less than 120 semester hours 120 or more semester hours Not applicable
03
How many years of full-time equivalent experience do you have providing administrative support in the assigned functional areas of Accounts Payable, Accounts Receivable, Financial Reconciliation, Purchasing and/or Reporting?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
04
Have you completed at least six credit hours of basic accounting principles and concepts?
Yes No
05
How many years of experience do you have with SAP or a similar enterprise wide system?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
06
How many years of customer service experience do you have?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
07
Are you proficient in any of the following Microsoft Office Suite applications? Check all that apply.
Outlook (Composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments & meetings, managing tasks) Word (Knowledge of common functions such as creating a title; using, modifying, and creating styles; indenting paragraphs; using tabs and tables; inserting a hard page break; using page numbering; creating headers and footers; inserting graphics; adding comments and tracking changes) PowerPoint (Creating a template and working with a design template; working with graphics, animation and multimedia; building interactive presentations using hyperlinks) None of the above
08
Please indicate your level of proficiency with Microsoft Excel.
Beginner (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents) Intermediate (Knowledge of inserting and modifying graphic objects in a worksheet; customizing and enhancing workbooks; analyzing data using Pivot Tables, Slicers, and Pivot Charts) Advanced (Extensive knowledge of increasing productivity and improving efficiency by streamlining workflow; collaborating with others using workbooks; auditing worksheets; analyzing data; working with multiple workbooks; importing and exporting data, using Excel with the web) No experience
09
Which of the following are included in your professional work experience? Check all that apply.
Accounts receivable Accounts payable Grants operations/management Billing and collections Financial reconciliations Accounting analysis and preparation of journal entries Expenditures accruals None of the above
10
How many years of experience do you have with accounts payable processes?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
11
How many years of experience do you have with accounts receivable processes?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
12
How many years of experience do you have organizing and managing digital records?
None Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years
13
Please identify the type(s) of experience you have had in the following areas of customer service. Check all that apply:
Face-to-face customer service Telephone customer service Respond in writing (email and paper correspondence) to customer inquiries Research and resolve difficult and complex customer issues Propose creative solutions to a senior leader/executive, for a complex fiscal scenario None of the above
Required Question