Administrative Assistant IV

We are seeking qualified applicants for several Administrative Assistant IV positions. These positions are located in the Target Section of the Personal Property Division. The successful candidates will be expected to provide excellent customer service. This position plans and conducts on-site inspections of vehicle locations to identify unregistered personal property. Contacts taxpayers via mail or telephone to address discrepancies. Coordinates, plans, and recommends inspection sites. Establishes specific ties to Fairfax County. Determines the appropriate course of action required to bring resolution to vehicles garaged in the county that are not in compliance. Drafts and prepares formal written reports, workpapers, and spreadsheets of inspection cases. Advises taxpayers in the interpretation of federal, state, and local tax codes. Initiates statutory assessments and recommend cases for action with delinquent tax collection. Analyzes and adjusts erroneous tax assessments. Assembles statistical, financial, and tax assessment data on request. Responds to taxpayer violations and complaints by phone, correspondence, or visual inspection(s). Establishes and approved new personal property accounts. May be required to testify in court regarding non-compliance issues. May assist in training and/or reviewing the work of other Tax Compliance Specialists. Field surveys conducted to identify out-of-state vehicle plates.

Note: The assigned functional areas of the position are general administrative support, local vehicle tax research, customer service, document review, and/or data entry.

Multiple positions may be filled from this announcement.

Schedule: The working hours for this position may vary depending on the time of year to accommodate the general public.

(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
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.

Scheduling & Coordinating for others
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals.

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).

General Administrative
Develops filing systems (paper and/or electronic);
Prepares non-routine responses to correspondence.

Receptionist/Public Contact
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.

Information Systems/Software
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems.

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

(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.

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

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:
Valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and a driving record check to the satisfaction of the employer.

Additional Work Schedule Requirements: Requires overtime work during peak period.

PREFERRED QUALIFICATIONS:

• Three years of experience in at least one of the assigned functional areas.
• Three years of experience working with personal property tax assessments.
• Three years of experience with federal, state, and county codes related to vehicle tax assessments.
• Three years of experience working directly with the public, assisting internal and external customers.
• Experience multi-tasking and prioritizing workload; meeting multiple deadlines; preparing and maintaining accurate records; working in a fast-paced environment; operating office equipment; providing high level customer service; exercising considerable tact and courtesy when dealing with citizens and handling confidential information; working in a team environment.
• Proficiency in using Microsoft Office software such as Word, Excel, and PowerPoint.