Administrative Assistant III

Join the Park Authority and our nationally recognized team of professionals! The Fairfax County Park Authority (FCPA) is seeking an Administrative Assistant III to be a part of one of the most highly regarded park systems in the country. With more than 25,000 acres of parkland, nine RECenters, eight golf courses, three lakefront parks, and more, FCPA is an exciting organization to be a part of and there are many opportunities for staff to make a difference at every level.

Under supervision and with guidance and/or specific instruction, responsible for a variety of technical and clerical functions as the operation's initial point of contact; performs administrative tasks in support of facility and equipment maintenance shop and staff. Responsible to perform assignments involving a variety of detailed operations in a related sequence or series. Creates documents, memos and tracks data using a computer with desktop applications. Possesses knowledge and skill in word processing, spreadsheet compilation, email, and database management. Must be able to operate basic office equipment, i.e., phone, copier, and printer. Creates, updates, or submits work order requests, processes credit card purchase requests and reports. Tracks budget and responds to staff inquiries on work order status in the Agency's Asset Information Management System (AIMS). Coordinates procurement activities for the shop, enters/retrieves data from the AIMS, schedule contractor visits, coordinate invoices, and creates purchase requests. Answers phones, takes messages, and checks voice messages daily. Communicates to public, staff, and other divisions & departments on standard park maintenance issues.

The assigned functional areas of this position are customer service, general office administration, accounting, and records management.

(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
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;
Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;

Fiscal Administration
Gathers data for use by others in preparing budget;
Prepares transfer vouchers and interfund billing;
Monitors external accounts for discrepancies.

Accounting
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.

Purchasing
Verifies requests for goods and services against county contracts and funding sources;
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
Ensures appropriate routing and approval of purchase requests.

Office Management
Provides administrative support and implements procedures;
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.

Receptionist/Public Contact
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.

Word Processing/Typing
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.

Information Systems/Software
Performs data entry with some knowledge of department/work unit/program;
Generates routine reports;
Creates simple spreadsheets;
Maintains databases.

Payroll
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.

Personnel
Prepares and verifies completeness/accuracy of forms/documents;
Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

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.

PC Skills
Basic skills in the use of applicable Microsoft Office Suite software.

Communication
Ability to write simple documents.

Information Abilities
Ability to process and integrate complex 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 three functions (e.g., create shells, accounts payable processing).

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

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 two years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:

• Knowledge of administrative office procedures.
• Experience working with Microsoft Office Suite software, to include Excel, SharePoint. Proficient in typing.
• Experience with inventory, work order, or asset management software.
• Ability to communicate effectively, orally and in writing with all levels of management, vendors, and customers.

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

CERTIFICATES AND LICENSES REQUIRED:

PHYSICAL REQUIREMENTS:

SELECTION PROCEDURE:

Panel interview and may include exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. TTY 703-222-7314.DHREmployment@fairfaxcounty.govEEO/AA/TTY.

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