Job Abstract

This job announcement will be used to fill multiple full-time Administrative Assistant II vacancy in the department's offices located in Fairfax, Virginia. Demonstrates an end product that processes and integrates simple data within the agency’s policies and procedures. Greets and assists clients to complete forms, applications on paper or online who are applying for services in a lobby setting when needed. Completes tasks in a related sequence using Microsoft Office with accuracy and completeness. Establishes and maintains effective working relationships, communicates orally and in writing and compiles data and submits reports. Reviews data and uses scanning software to scan, store and retrieve documents.

Note: The assigned functional areas for this position include general administrative assistance, customer service, and/or data/document 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
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 and child protective services check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• At least one year of full-time equivalent experience in the functional areas: general administrative assistance, customer service, and/or records management.
• At least one year of full-time equivalent experience supporting staff in a Human Services environment.
• At least one year of full-time equivalent experience working with document imaging systems including OpenText and Prodagio.
• At least one year of full-time equivalent experience providing front-line customer service and working with customers in a public assistance environment.
• Experience working in data systems such as VaCMS (Virginia Case Management System), Prodagio, SVES (State Verification & Exchange System), and SPIDeR (Systems Partnering in a Demographic Repository).
• Proficiency with Microsoft: Excel, Outlook and Word.