Job Abstract

Works within the Consumer Services Division, Meeting Space Management and Event Support Branch. This division provides reservation and scheduling services and meeting support for spaces throughout the Government Center Campus, supporting the Fairfax County Board of Supervisors; Fairfax County Boards, Authorities, and Commissions; county agencies and non-profit organizations.

Responsibilities and duties for this position include:

• Processes 8,000-10,000 reservation requests annually;
• Coordinates the staging and configuring of furnishings and equipment for meeting rooms;
• Provides reservation support for customers;
• Schedules activities at the Government Center Campus;
• Reviews reservation requests and applications for completeness;
• Approves reservations;
• Issues confirmations to customers;
• Manages reservations using a facilities management system scheduling software platform which includes space and resource management;
• Adheres to the Fairfax County Procedural Memorandum 04-11, Regulations for the Use of the Government Center Campus and Fairfax County Procedural Memorandum 04-15, Regulations for the Governmental Use of Government Center Conference Rooms 11 and 232;
• Prepares and distributes weekly Government Center Campus reservations;
• Provides reservation updates as necessary;
• Generates work orders for custodial staff on space configurations;
• Posts space signage as necessary;
• Performs other duties as assigned.

(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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.
Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.
Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.
Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.
Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.
Communication
Produces and electronically distributes simple documents (e.g., flyers).
Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.
General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.
Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.
Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.
Information Systems/Software
Performs data entry into multiple screens.
Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
T&A).
Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.
Communication
Ability to read and comprehend relevant documents.
Information Abilities
Ability to process and integrate simple data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.
Purchasing and Accounting
Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
Personnel and Payroll
Understanding of the basic PRISM functions;
Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
PC Skills
Basic skills in the use of applicable Microsoft software.

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 one year of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer. Due to the nature of the facility's operations and the responsibilities associated with the position, this position has a start time of 7:30am. Must be willing and able to work a 7:30am – 4pm work schedule.

PREFERRED QUALIFICATIONS:

• At least one year of front-line customer service experience.
• At least one year of event planning and support experience.
• At least one year of experience writing professionally and descriptively with accuracy and speed to convey complex and detailed information.
• At least one year of experience utilizing audio visual equipment and a computer.
• At least one year of experience reviewing and following policies regarding American with Disability Act, Safety policies, Security Policies, and Fire code regulations.
• Proficiency with Microsoft Office applications: Outlook, Word, Powerpoint, and Excel.