Administrative Assistant IV

Performs a variety of professional accounting and procurement functions that require knowledge of basic procurement and accounting principles and procedures. Creates purchase orders based on the requests of program staff for services funded by Comprehensive Services Act (CSA) and Foster Care and Adoption (FCA). Demonstrates knowledge of county, state, and federal policies. Processes invoices in a timely manner. Maintains accurate and up to date files in both hardcopy and electronic formats. Researches and prepares responses to inquiries from vendors. Requires knowledge of purchase order creation, monitoring, and invoice processing, as well as knowledge of Fairfax County's procurement card rules and regulations for card use, tracking, and reconciliation. Performs financial and accounting functions that require comprehensive knowledge of accounts payable, accounts receivable, journal entry and ledger postings, and procurement activities. Requires excellent organizational skills, ability to multitask and prioritize requests based on needs for at risk clients. Requires ability to extract and analyze data, prepare complex financial reports and create spreadsheets. Uses FOCUS system and agency's in-house systems to process financial transactions (IMS). Reviews and reconciles transactions, researches and resolves discrepancies. Performs qualitative review of individual cases to resolve discrepancies and applies knowledge and interpretation of policies and procedures to resolve non-routine or difficult situations. Responds to inquiries from management, the public, clients, vendors, auditors, corporate agencies, employees, and others. Communicates clearly and independently compose accurate and concise written responses to inquiries. Performs system to system reconciliation of accounting transactions. Performs other related financial duties assigned by the supervisor/Financial Specialist I. Works under general supervision of a Financial Specialist I.

Note: The assigned functional areas for this position are purchasing, accounts payable and/or fiscal support.

(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
Reviews and approves disbursement forms;
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.
Fiscal Administration
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Accounting
Supervises staff performing clerical accounting duties at the Asst. II and III levels;
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
Performs petty cash custodial duties;
Audits clerical accounting procedures in other agencies.
Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Authorizes requests for goods and services in corporate system;
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;

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;
Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Manages a small work unit;
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.
General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.
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.
Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
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.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).
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:
None.

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

PREFERRED QUALIFICATIONS:

• Professional work experience in accounting, financial audits, payment processing and analysis of financial policies.
• Experience using financial management systems and experience with human services management information and payment systems.
• Intermediate to advanced Microsoft Excel skills.
• Experience working in team setting, with great attention to detail and accuracy.
• Knowledge/experience in social services for at risk youth.
• Ability to work independently and use sound judgment.
• Successful candidate will be able to demonstrate excellent organizational skills.
• Ability to track and complete multiple simultaneous tasks.