Administrative Assistant III

Job Announcement

Are you looking for an enriching opportunity to help to transform the life and health of our community? Then look no further, come join the Fairfax County Health Department team and use your skills and abilities to “Protect, promote and improve the health and quality of life for all who live, work and play in our community."

If you are interested in joining a team of exceptional services, our team is ready to connect with you! We are looking for a dedicated and effective Administrative Assistant III. This position provides comprehensive administrative support to the Division of Environmental Health and plays a key role in processing applications through the electronic permitting Planning and Land Use System (PLUS). Responsibilities include scheduling inspections, preparing and distributing correspondence, reports, and meeting materials. The role also provides frontline customer service by answering calls and responding to public inquiries. Additional duties include preparing daily financial reconciliations reports, processing P-Card transactions and responding to Freedom of Information Act (FOIA) requests. This position helps onboard and train new staff and serves as a backup to Administrative Assistant V. Working closely with a team of administrative professionals, this position ensures seamless support across Environmental Health Programs.

Note: The assigned functional areas of this position are general administrative support, office administration, receptionist/public contact, and/or information systems/software.

Illustrative Duties

(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;
• 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).

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
High school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:

• CPR certification (Required within 60 days of hire).
• AED certification (Required within 60 days of hire).

• Three or more years of experience providing administrative support in a fast-paced office environment.
• Knowledge of environmental health administrative policies and procedures related to permitting and inspections.
• Experience working with Planning and Land Use System (PLUS) or another electronic permitting system.
• Three or more years of experience with report generation and sorting data for reporting.
• Experience and knowledge of financial processes such as daily reconciliation of financial reports, procurement practices, P-Card transactions, financial policies, and procedures.
• Proficiency in the use of Microsoft Office 365 applications.
• Two or more years of experience serving in a lead or back-up capacity to a higher-level administrative role.
FOIA processing and records management experience.