The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to County residents of all ages. This position is a great opportunity to make an impact in the local community and help NCS programs procure goods and services used to serve our residents and families. NCS serves residents in Fairfax County through a variety of programs including transportation, recreat... more details
Job Announcement
The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to County residents of all ages. This position is a great opportunity to make an impact in the local community and help NCS programs procure goods and services used to serve our residents and families. NCS serves residents in Fairfax County through a variety of programs including transportation, recreation, community capacity building, educational and developmental opportunities, early childhood supports and services, and connecting residents to a wide spectrum of resources to meet their needs. The position will be responsible for a variety of procurement and financial functions as part of the NCS Finance and Procurement Division. Members of the Finance and Procurement Division provide critical support to the department’s programs, assist programs in achieving their goals and missions, and ensure sound financial management of County resources and taxpayer dollars.
Specific duties and responsibilities may include, but are not limited to:
Reviewing requests for supplies and/or services and establishing purchase orders to meet the agency’s procurement needs. Ensuring the completeness and accuracy of requests and working with staff to make corrections or collect additional requirements as needed.
Processing invoices and receipt of goods and services and providing guidance to NCS staff in matters of procurement and financial management.
Making recommendations for appropriate vendors to staff based on current contracts and working knowledge of procurement processes and the products and performance of various vendors.
Researching and analyzing procurement requirements to determine the appropriate procurement method and to ensure compliance with County procurement policies and thresholds.
Creating vendor financial records and purchasing documents in the County’s financial system and updating vendor files.
Obtaining quotes and/or goods through various sources and resolving disputes with vendors including invoice correction and management, billing issues, and service quality concerns.
Completing thorough reconciliation of procurement and/or other financial documents and maintaining detailed filing systems.
Performing various Accounts Payable and Accounts Receivable functions including, but not limited to depositing or posting of checks and incoming electronic deposits.
Assisting with research and documentation for financial and/or procurement related audits.
Reconciling financial documents and data sets.
Monthly reconciliation of County contracted office supply vendor orders.
Other financial and procurement related tasks necessary to support NCS operations.
Salary: The salary will not exceed the midpoint of the advertised salary range.
Schedule: For special assignments/deadlines, alternate flex schedule or comp time may be required.
Note: The assigned functional areas for this position include general administrative assistance, financial, and/or procurement support.
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 Recommends changes to agency/work unit administrative policies, procedures and methods; Uses existing spreadsheets and databases to interpret and organize resource information; Provides customized reports to analysts or others in the unit.
Fiscal Administration Approves and authorizes accounts through corporate system; Monitors external accounts and resolves discrepancies; Reviews and reconciles status reports.
Accounting Resolves problems by performing qualitative review of individual cases; Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
Purchasing Researches and recommends equipment/vendors and prices; Determines substitutes for supplies and low value equipment; Authorizes requests for goods and services in corporate system; Monitors contract compliance (e.g., expirations, payment terms, costs);
Scheduling & Coordinating for others Determines what confidential information can be disseminated and to whom;
Communication Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature; Coordinates data collection and provides information to others including executive/work unit head; Explains policies of the functional area (e.g., purchasing, travel, and leave).
Office Management Performs/supervises several administrative functions (e.g., records management, reception); Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed); Notifies relevant individuals of work progress and inquires as to its status.
General Administrative Develops filing systems (paper and/or electronic); Prepares non-routine responses to correspondence;
Receptionist/Public Contact Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Word Processing/Typing Develops macros; Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/Software Creates and maintains databases; Generates unique reports; Creates complex spreadsheets for work unit;
Reports Prepares routine reports and statistics based on information compiled from various sources; Determines report format and elements.
Required Knowledge Skills and Abilities
(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.) Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides; Position may require knowledge of basic principles and methods of a technical or professional field.
Math Skills Basic math skills.
Word Processing/Typing Intermediate skills in use of applicable Microsoft Office Word.
PC Skills Intermediate skills in the use of applicable Microsoft Office Suite software; Intermediate skills in the use of agency specific software applications.
Communication Ability to communicate well through written and oral means.
Information Abilities Ability to gather, integrate, and analyze simple 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 five functions.
Personnel and Payroll Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).
Executive Assistance Ability to maintain confidentiality and be sensitive to political issues.
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")
Any combination of education, experience and training equivalent to high school graduation and three years 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 two years of experience procuring goods and services for a government organization or performing Accounts Receivable and Accounts Payable work.
Experience reviewing financial and/or procurement documents for compliance with established policies and procedures.
Experience with reconciliation related to financial and/or procurement expenses.
At least two years of customer service experience in dispute resolution with external/internal customers.
Experience explaining complex financial information and policies to department staff.
At least two years of experience with meeting multiple deadlines, preparing and maintaining accurate records, operating various office equipment, working in a fast-paced environment, and tact and courtesy when dealing with citizens and handling confidential information.
Experience using an procurement/financial software Enterprise Resource System (ERP) such as SAP.
Proficiency with Microsoft Excel
Good judgment and self-starting abilities.
A self-motivated team player with excellent interpersonal, oral, and written communication skills with experience working in a team environment.
Strong organizational and time management skills with ability to multitask.
Exhibits great attention to detail and accuracy, and experience following and interpreting policies and procedures.
PHYSICAL REQUIREMENTS: Ability to communicate verbally and in writing. Ability to operate keyboard-driven equipment. Sufficiently mobile to travel to various county locations. Work is generally sedentary in nature. However, incumbent may be required to do some walking, standing, bending, and carrying of items up to 25 pounds. All duties performed with or without reasonable accommodations.
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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.
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