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Fairfax County Government · 9 hours ago

Administrative Assistant III - Assessment Services Support

Fairfax, VA

Full-time

Onsite

Entry Level

$45K/yr - $75K/yr

2+ years exp

Fairfax County Government is seeking an Administrative Assistant III to support their Assessment Services Unit. The role involves managing office operations, maintaining confidential records, and serving as a liaison among staff and the public to ensure efficient service delivery.

GovernmentService Industry

Responsibilities

Acts as a liaison on behalf of the Probation Supervisor II, Probation Counselor III, eight (or more) Assessment Specialists, and two (or more) part-time IDT Coordinators to interpret established court related policies and procedures to provide resolution of problems, when staff is not present

Designs, creates and maintains multiple spreadsheets and databases to be able to track statistical records for delinquency cases, Child in Need of Supervision (IDT) cases, and diversion cases

Develops forms and templates for staff to ensure accurate collection of data and tracks functional information by maintaining computerized records to provide Probation Supervisor II and Research staff with information related to statistics

Analyzes information for accurate data entry to produce word and excel documents

Creates and maintains Unit SharePoint webpage to ensure that information is communicated promptly, and forms and templates are updated and available when needed

Provides timely and concise communication to Unit Staff to efficiently and effectively meet unit goals and case needs

Makes collateral contacts on behalf of Unit Staff, to assist in the assessment and report writing process and enters demographic information into the assessment and report documents

Documents client contacts in Balanced Approach Data Gathering Environment (BADGE)

Ensures that all court-ordered reports are submitted through Juvenile and Domestic Relations District Court Secure View System (JSVS) in a timely manner

Creates case files and ensures that each juvenile s legal history is accurate, confirming through utilizing BADGE and JSVS

Coordinates with clients and families to obtain required signatures on documents via Docusign, when necessary

Uses independent judgement to assist other units, local, state, federal and other government jurisdictions, and citizens to provide accurate and reliable communications either in-person, via telephone, or email

Helps facilitate the use of best practices in family engagement by arranging interpreters, as needed, scheduling and cancelling appointments, and acting as a main point of contact for clients

Periodically, due to staff shortages, will meet with clients and families to give an orientation to the assessment and report and IDT process, sign required documents, and ensure clients have an understanding of the court process

Periodically this position is required to handle a crisis situation with juvenile (s) or parents(s) on-site with other citizens present. In most cases, an immediate on-the-spot decision must be made to resolve issues in a calm and professional manner

Keeps supervisors abreast of all issues

Orders office supplies on-line and maintains budget records for all purchases

Prepares mileage forms for staff reimbursement

Assists all staff in the resolution of computer problems and maintains computer log of work order requests that require resolution

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

Orders appropriate supplies to keep the computer office systems functioning and notify computer personnel of systems problems when they occur

Ensures that the daily operations of the Assessment Services Unit run smoothly and that all systems and facility issues are resolved promptly to limit any disruptions to the Unit s excellent service delivery

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 ExcelMicrosoft WordSharePointCourt case management systemCustomer serviceData entryInterpersonal skillsBasic math skillsPC skillsCommunication skillsTeamwork

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)

The appointee to the position will be required to complete a criminal background check and Child Protective Services Registry check to the satisfaction of the employer

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