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Fairfax County Government · 13 hours ago

Administrative Assistant III

Lorton, VA

Full-time

Onsite

Entry, Mid Level

$45K/yr - $75K/yr

2+ years exp

Fairfax County Government is a diverse, nationally accredited public works agency providing essential services to the community. The Administrative Assistant III role involves providing advanced administrative support to senior-level managers and staff, managing financial and accounting duties, and ensuring exceptional customer service.

GovernmentService Industry

Responsibilities

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

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

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 ExcelPayroll processingAccountingCustomer serviceWord ProcessingData entryFinancial reportingCommunicationInterpersonal skillsOrganizational skills

Required

High school graduation and two years of experience providing administrative support in the assigned functional area(s)

Ability to complete a criminal background check to the satisfaction of the employer

Ability to input, access, and retrieve information from a computer

Ability to lift up to 25 pounds without assistance

Ability to negotiate and traverse property sites that may be undergoing construction or where uneven terrain exist

Ability to walk, stand, sit, stoop, bend, stretch, reach, climb, kneel, crouch, crawl, lift and sometimes work in these positions for lengthy periods of time

Ability to work in adverse weather conditions and temperatures

Able to perform repetitive hand, arm, wrist and shoulder movements

Manual dexterity needed to handle various types of materials and perform routine tasks

Ability to effectively communicate verbally or in writing

Work requires performing tasks in an environment in which raw waste is present