Job Abstract

This position provides interface and clerical support for professional staff, residents, parents and the public. Works as the initial point of contact for program information and communication.

Responsibilities and duties include:

• Answers an average of 40-60 phone calls on a typical workday, directs calls to appropriate staff and/or refers callers to the appropriate department.
• Maintains and updates program information such as brochures and handouts in both English and Spanish.
• Monitors access of visitors to the building and directs professional visitors in the proper procedure of visiting with clients.
• Maintains paperwork and databases relevant to program stats and numbers.
• Maintains front desk registries and forms; i.e visitors, temporary releases, cleaning crew, volunteers and provides basic new employee benefits information while explaining routine personnel policies and procedures.
• Operate computer to input and/or access information in various systems such as Court management systems, RSIS, BADGE, SharePoint and Outlook.
• Updates shelter care population list as needed.
• Formats reports submitted by counselors for review and approval by administrators, such as court reports, serious incident reports and service plans.
• Maintains intake folders in hard copy and electronic copy to include an up to date index of all program forms.
• Responsible for accounting, inventory and fiscal duties for the facility.
• Responsible for tracking the use of the procurement card to ensure the unit stays within the credit and usage limits set as well as resolving issues that arise if a mistake is discovered on the report.
• Order office supplies through the county FOCUS (Fairfax County Unified System) system.
• Reconciles daily receipts or accounts receivable/payable and identifies discrepancies and makes corrections.
• Serves as petty cash custodian for the unit.
• Onboarding of new hires, payroll, training records, creation of personnel files.
• Primary timekeeper for 16 merit staff and 8 relief workers.
• Trains and serves as time entry resource for staff.
• Maintains personnel files ensuring compliance with state standards in anticipation of state audits, to include state requirement for annual Tuberculosis screening.

(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.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
Math Skills
Basic math skills.
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 routineHuman 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 the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

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).

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, child protective services check, driving record check, pre-employment medical evaluation, and tuberculosis test to the satisfaction of the employer. Able and willing to work a 40 hour a week schedule Monday-Friday, which could include some non-traditional hours.

PREFERRED QUALIFICATIONS:

• At least two years of administrative support experience in at least one of the functional areas (general administrative assistance, criminal justice, customer service, and/or office management.)
• At least one year of experience working in court services or legal environment.
• At least one year of experience providing front-line customer service.
• Experience using National Crime Information System (NCIC) or Virginia Criminal Information Network (VCIN).
• Proficiency utilizing Microsoft suite applications Outlook, Word, Teams, and SharePoint.
• Ability to navigate complex behavioral and personnel problems and respond to crisis situations.