Administrative Assistant IV

Fairfax County•Fairfax (Ej32), VA

About The Position

Fairfax County Facilities Management Department (FMD) is seeking an Administrative Assistant IV for its Finance team. FMD provides facility management services in county-owned and designated leased facilities, including maintenance, repairs, infrastructure upgrades, utilities, space planning, renovations, energy conservation, custodial services, and grounds maintenance. The department also manages leasing, management, and disposition of real estate property and facilities as requested by the Board of Supervisors and other county agencies. Under the general direction and supervision of the Financial Specialist II, this position performs financial accounting, reporting, and purchasing activities for the department. Assigned functional areas may include general office administration, accounts payable and receivable, records management, procurement, and customer service. The position is considered Essential Personnel. The selection process consists of a panel interview and may include an exercise. Fairfax County encourages candidates who are bilingual in English and another language to apply. Reasonable accommodations are available during the application and interview processes.

Requirements

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).
Valid driver’s license.
Must complete criminal background, credit, and driving record checks to the employer’s satisfaction.
Must communicate with others.
Must be able to perform work that is generally sedentary, with some walking, standing, bending, and carrying items weighing up to 20 pounds.
Work requires dexterity and good vision.
Must be able to operate keyboard-driven equipment, computers, multi-line telephones, facsimile machines, photocopiers, and scanners.
Duties may be performed with or without reasonable accommodations.

Nice To Haves

At least two years of experience performing financial administrative duties, such as purchasing, acquiring materials and services, work performed for others (WPFO), researching invoice discrepancies and payments, data entry, general financial duties, database management, developing policies and procedures, composing complex correspondence, and developing charts and reports.
Experience in accounts payable and receivable.
Experience managing procurement card activities and reconciliation processes.
Experience with purchasing policies and procedures.
Experience using Microsoft Office, especially Excel and Word.
Experience using Fairfax County Unified System (FOCUS) Finance, Logistics, Procurement (FILO), and Human Capital Management (HCM) and Certification.
Bilingual ability in English and another language is encouraged.

Responsibilities

Accurately record procurement card transactions in an agency-developed database.
Review daily procurement card logs and invoices for accuracy and completeness.
Initiate purchase orders, receive goods and services, and process vendor invoice payments.
Serve as the branch lead for purchasing and accounting.
Identify and resolve discrepancies in coordination with vendors and the Department of Procurement and Material Management.
Approve and authorize accounts through the corporate system.
Ensure funding availability and process purchase requests and change orders in compliance with county and agency policies and procedures.
Serve as the branch point of contact for procurement, materials and services contracts, and financial issues.
Accurately record financial transactions in several agency-developed databases.
Act as backup to the front desk.