Administrative Assistant III

Fairfax County•Fairfax (Ej26), VA

5d•Onsite

About The Position

Fairfax County seeks an Administrative Assistant III to support the Permitting and Code Administration (PACA) Division and the Joint Training Academy (JTA). This role is crucial for delivering outstanding customer service, maintaining efficient administrative operations, and supporting training activities. The position involves providing administrative, clerical, and technical support, handling inquiries, managing records, notarizing documents, coordinating meetings, assisting with training logistics, supporting purchasing and recruitment, and maintaining administrative policies. The ideal candidate will be detail-oriented, customer-focused, adaptable to new technologies including AI, and collaborative. This role also serves as a backup to other administrative staff.

Requirements

High school graduation or equivalent.
Two years of experience providing administrative support in the assigned functional area(s).
Ability to operate keyboard-driven equipment.
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.
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.
Completion of a criminal background check.

Nice To Haves

At least two years of experience providing administrative support to technical staff duties to include: proofreading technical reports, file management and process improvement to increase efficiencies.
At least two years of providing front-line customer service responding to customer inquiries face-to-face, by telephone, and in writing.
Experience providing executive-level support, including calendar management, meeting coordination, and preparation of correspondence, reports, and presentation materials.
Strong organizational and coordination skills, with demonstrated ability to manage competing priorities, track multiple projects, and maintain accurate digital and physical records.
Experience with Microsoft Office 365 applications (Outlook, Teams, Word, Excel, SharePoint, PowerPoint).
Comfort learning new enterprise systems such as PLUS, FOCUS, or other permitting, payroll, or records management tools or project tracking software such as SmartSheet.
Knowledge of purchasing, timekeeping, and HR administrative processes, including procurement requests, timesheet oversight, and coordination with HR or payroll representatives.
Strong written and verbal communication skills, with the ability to interact professionally and effectively with staff, management, and the public.
Experience with notary duties or willingness to obtain a Notary Public Commission within six months of employment.
Bilingual in English and another language.

Responsibilities

Process and notarize documents.
Screen and route phone calls and emails.
Receive visitors.
Maintain digital files.
Schedule appointments and meetings.
Perform data entry and document tracking.
Provide back-up support to other division administrative assistants.
Provide administrative support for the Proffer Compliance team.
Lead the agency's refund processing coordination.
Assist in coordinating and organizing division-wide policies for file organization, standard operating procedures, webpages, and other administrative policies and procedures.
Provide administrative support on division-wide tasks including purchasing, apparel orders, recruitment, tracking, assistance with administration of contract employees and timesheets, functions as division timekeeper, employee certification support, and distributes mail.
Provide exceptional customer support for services performed by the agency through in-person, phone, and virtual channels.
Collaborate with colleagues to ensure efficient service delivery and timely resolution of customer needs.
Comply with LDS's safety program and guidelines.
Comply with county, agency, and job-specific training, including emergency management and safety-related courses.
Use spreadsheets or databases to organize information and produce standard reports.
Prepare a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval.
Compile and maintain monthly, quarterly, semi-annual, and annual totals, reports, and financial statements.
Explain fiscal rules and procedures to employees.
Set up accounts through corporate systems.
Reconcile ledgers.
Prepare status reports.
Gather data for use by others in preparing budget.
Prepare transfer vouchers and interfund billing.
Monitor external accounts for discrepancies.
Prepare a wide variety of accounting forms.
Reconcile daily receipts or accounts receivable/payable.
Identify discrepancies and make corrections.
Collect required documents.
Prepare and authorize expense vouchers and/or invoices within limited authorization levels.
Verify requests for goods and services against county contracts and funding sources.
Order goods or services and follow up/resolve discrepancies and ensure delivery.
Authorize requests for goods and services in corporate systems.
Ensure appropriate routing and approval of purchase requests.
Maintain calendar(s).
Schedule meetings.
Make and cancel appointments.
Schedule rooms for classes, meetings, conferences, etc.
Coordinate audiovisual, training equipment, and refreshment requests.
Set up schedules for internal administrative staff to ensure availability for changing work needs.
Compose routine correspondence on behalf of the executive/work unit head.
Provide administrative support and implement procedures.
Establish/modify and maintain a system for tracking the progress of work.
Train and orient new employees.
Provide and explain relevant policies and procedures.
Explain departmental policy/procedure but do not interpret them.
Respond to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.
Key/type complex documents.
Proofread spelling and grammar.
Use multiple software packages to prepare equations, statistics, tables, and/or presentations.
Compile reports from edited drafts.
Use macros and templates developed by others.
Perform data entry with some knowledge of department/work unit/program.
Manipulate screens for additional entries.
Generate routine reports.
Create simple spreadsheets.
Maintain databases.
Compile routine factual/numerical reports using readily available information.
Process pay adjustments.
Transmit on-line T&As.
Regularly input routine Human Capital Management Enterprise Resource Planning system entries.
Perform payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips).
Train new employees on how to do on-line time.
Prepare and verify completeness/accuracy of forms/documents (e.g., personnel requisitions, PARs, PCFs).
Provide basic new employee benefits information.
Explain routine personnel policies and procedures.
Gather information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management.
Instruct employees in proper completion of routine documents (e.g., insurance enrollment forms).