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Fairfax County Government · 3 hours ago

Administrative Assistant III - Supervised Release Services Support

Fairfax, VA

Full-time

Onsite

Entry, Mid Level

2+ years exp

Fairfax County Government is seeking an Administrative Assistant III for Supervised Release Services. This role involves providing support services for SRS supervisors and probation counselors, managing databases, and ensuring accurate documentation while acting as a liaison for court-related policies and procedures.

GovernmentService Industry

Responsibilities

Maintains unit database, updating as needed and ensuring that they are as accurate and efficient as possible

Interprets all court orders as it comes to the unit and preparing required unit documents for client files

On a daily basis, dually manages and distributes agency wide, as well as to CSU Court partners, daily program availability for multiple programs within JDRDC

Acts as a liaison on behalf of Unit Supervisor II, Unit Supervisor I and all SRS Pre-Trial officers to interpret established court related policies and procedures to provide resolution of problems if/when staff is not present

Periodically, this position may have to handle a crisis situation 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 the issue(s) in a calm, professional manner or summon outside help if needed

The SRS Supervisors I and II are kept abreast of all issues

Responsible for creating and maintaining necessary templates, and other forms, Excel spreadsheets, the Unit’s SharePoint page and Microsoft Teams team and channels, independently

Works on development of other time saving processes to ensure efficient management of time for the daily workflow

Periodically, due to storms or shortage of personnel, this position is required to assist off site personnel with testing and rebooting of computers and information gathering for computers and printers to maintain daily operation of the court's Supervised Release Services computer systems

Performs periodic data review for the research department and probation support services manager, analyzes information for accurate data entry to produce excel documents

In tandem with the other Administrative Assistant this position is point person for ordering office supplies and alcohol/drug screens online and maintains budget records for all purchases

Completes work orders for office repairs as needed

Tracks status and general location of all unit staff

Completes other duties assigned

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

Explains fiscal rules and procedures to employees to ensure uniform application

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

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

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

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

Composes routine correspondence on behalf of the executive/work unit head

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

Composes routine correspondence on behalf of the executive/work unit head

Schedules 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

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

Performs data entry with some knowledge of department/work unit/program

Manipulates screens for additional entries

Generates routine reports

Creates simple spreadsheets

Maintains databases

Compiles routine factual/numerical reports using readily available information

Processes pay adjustments

Transmits on-line T&As

Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries

Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips)

Trains new employees on how to do on-line time

Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs)

Provides basic new employee benefits information

Explains routine personnel policies and procedures

Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management

Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms)

Qualification

Microsoft Office SuiteData EntryAccountingInterpersonal SkillsOrganizational SkillsCommunication SkillsWord ProcessingBasic Math SkillsExecutive AssistancePurchasingPayroll

Required

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)

Criminal Background Investigation

Child Protective Services Registry Check

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

Basic skills in the use of Microsoft Word

Basic math skills

Basic skills in the use of applicable Microsoft Office Suite software

Ability to write simple documents

Ability to process and integrate complex data

Ability to establish and maintain effective working relationships with both external and internal contacts

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)

Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions)

Ability to maintain confidentiality and be sensitive to political issues