Administrative Assistant III

Fairfax County•Fairfax (Fj08), VA

3d•Onsite

About The Position

This position provides general administrative support in the assigned functional areas of office administration, criminal justice, legal or court support services, and customer support. The Administrative Assistant III ensures that the Alcohol Safety Action Program (ASAP) office is open on time, receives and processes client payments, maintains records, orders office supplies, and serves as a point of contact for various case-related matters. This role also involves data entry, reviewing referral paperwork, handling court inquiries, assembling case files, and providing back-up support to other administrative assistants.

Requirements

High school graduation or equivalent.
Two years of experience providing administrative support in the assigned functional area(s).
Valid driver's license.
Basic skills in the use of Microsoft Word.
Basic math skills.
Basic skills in the use of applicable Microsoft Office Suite software.
Ability to write simple documents.
Ability to process and integrate complex data.
Ability to establish and maintain effective working relationships with both external and internal contacts.
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).
Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
Ability to maintain confidentiality and be sensitive to political issues.

Nice To Haves

At least two years of strong line customer service experience including responding to customers face to face, by telephone and in writing.
Ability to work independently and make sound decisions.
Excellent communication skills.
At least one year of experience interpreting Alcohol Safety Action (ASAP) Policies and Procedures.
Proficiency using Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint.
Knowledge of SharePoint is also preferred.
Bilingual in English and another language.

Responsibilities

Ensures that Alcohol Safety Action Program (ASAP) office is open on time.
Receives payments from clients and enters payments in agency database (ECM) and issues receipts to clients; deals with all payment related matters and sets up payment arrangements with clients.
Maintains record of habitual offender evaluation schedule.
Maintains file room in order.
Orders office supplies for the agency using FOCUS Marketplace County.
Participates in cross training of other staff and performs other duties in their absence.
Performs data entry as required.
Reviews all out of state related referrals to make sure that all required paperwork has been submitted by client prior to enrollment in program.
Serves as the main point of contact for all transfer in/out cases.
Forwards transfer acknowledgments for all transfer in cases to the 23 other Alcohol Safety Action Program (ASAP) programs.
Handles court-related inquiries from staff as it relates to court orders.
Assembles case files and prints case labels and distributes them to the appropriate administrative staff person for distribution.
Serves as a back-up to the other Administrative Assistants as needed.
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.
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 a 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.
Sets 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.
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.
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).