Fairfax County Government
Administrative Assistant II
Fairfax County Government, Fairfax, Virginia, United States, 22032
Job Announcement
This position greets and assists clients in completing forms, applications (either paper or online) who are applying for services in a lobby setting, when needed. Screens and scans documents received in person, by mail, and online. Completes tasks in a related sequence using Microsoft Office programs with accuracy and completeness. Retrieves raw information and enters data into state, local, and privatized databases. Establishes and maintains effective working relationships, communicate orally and in writing and compile data and submit reports. Reviews data and uses scanning software to scan, store and retrieve documents.
Note:
The assigned functional areas for this position include general administrative support, customer support, 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 high school graduation and one year 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 check and a Child Protective Services Registry check to the satisfaction of the employer.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)
PREFERRED QUALIFICATIONS: Experience working in data systems such as VaCMS, Prodagio, SVES, SPIDeR and Microsoft: Excel, Outlook and Word. At least one year of full-time equivalent experience working with document imaging systems including OpenText and Prodagio. At least one year of full-time equivalent experience in providing front-line customer service in a public assistance environment. At least one year of full-time equivalent experience in the functional areas. At least one year of full-time equivalent experience supporting staff in a Human Services environment. Experience purchasing supplies for a work unit, maintaining financial record keeping and, basic accounting tasks. Experience providing administrative support to an executive or management team. Experience supporting a hiring team with the interview process (scheduling interviews, communicating with candidates, preparing interview paperwork, submitting hiring documentation to HR, etc.). Experience producing and editing documents for high-level management including editing for style, format, and/or layout.
PHYSICAL REQUIREMENTS: Ability to lift up to 10 pounds. Ability to input, access, and retrieve information from a computer. Ability to stoop, bend and reach. All duties performed with or without reasonable accommodations.
SELECTION PROCEDURE: Panel interview; may include practical 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 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.
#LI-RS1
Note:
The assigned functional areas for this position include general administrative support, customer support, 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 high school graduation and one year 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 check and a Child Protective Services Registry check to the satisfaction of the employer.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)
PREFERRED QUALIFICATIONS: Experience working in data systems such as VaCMS, Prodagio, SVES, SPIDeR and Microsoft: Excel, Outlook and Word. At least one year of full-time equivalent experience working with document imaging systems including OpenText and Prodagio. At least one year of full-time equivalent experience in providing front-line customer service in a public assistance environment. At least one year of full-time equivalent experience in the functional areas. At least one year of full-time equivalent experience supporting staff in a Human Services environment. Experience purchasing supplies for a work unit, maintaining financial record keeping and, basic accounting tasks. Experience providing administrative support to an executive or management team. Experience supporting a hiring team with the interview process (scheduling interviews, communicating with candidates, preparing interview paperwork, submitting hiring documentation to HR, etc.). Experience producing and editing documents for high-level management including editing for style, format, and/or layout.
PHYSICAL REQUIREMENTS: Ability to lift up to 10 pounds. Ability to input, access, and retrieve information from a computer. Ability to stoop, bend and reach. All duties performed with or without reasonable accommodations.
SELECTION PROCEDURE: Panel interview; may include practical 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 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.
#LI-RS1