Administrative Assistant IV

Fairfax County•Fairfax (Ej27), VA

6d•Onsite

About The Position

This position performs a variety of accounting and procurement functions that require knowledge of basic procurement and accounting principles and procedures. Creates purchase orders based on the requests of program staff for services funded by Comprehensive Services Act (CSA) and Title IV-E. Demonstrates knowledge of county, state, and federal policies. Has proven ability to work in high volume, fast paced environment with minimal direction. Processes invoices in a timely manner; maintain accurate and up to date files in both hardcopy and electronic formats; researches and prepares responses to inquiries from vendors. Requires knowledge of purchase order creation, monitoring, invoice processing, tracking, and reconciliation. Performs financial and accounting functions that require comprehensive knowledge of accounts payable, accounts receivable, journal entry and ledger postings, and procurement activities. Requires excellent organizational skills, ability to multitask and prioritize requests based on needs for at risk clients. Requires ability to extract and analyze data, prepare complex financial reports and create spreadsheets. Uses Fairfax County Unified System (FOCUS) and Integrated Multifunctional System (IMS) to process financial transactions. Reviews and reconciles transactions, researches and resolves discrepancies. Performs qualitative review of individual cases to resolve discrepancies and applies knowledge and interpretation of policies and procedures to resolve non-routine or difficult situations. Responds to inquiries from management, the public, clients, vendors, auditors, corporate agencies, employees, and others. Communicates clearly and independently compose accurate and concise written responses to inquiries. Performs system to system reconciliation of accounting transactions. Performs other related financial duties assigned by the supervisor/Financial Specialist I, and works under general supervision of a Financial Specialist I. Note: The assigned functional areas of this position are general administrative assistance, accounting, finance and/or accounts payable.

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).
Must complete a criminal background check and a Child Protective Services Registry check to the satisfaction of the employer.

Nice To Haves

Ability to work in high volume, fast paced environment with minimal support.
Financial operations experience such as accounts payable, accounts receivable, and budgeting.
Experience with at least three of the following duties: general financial duties, general purchasing duties, communicating with vendors, purchase order creation, expense tracking, processing and monitoring transactions involving federal and/or state funding, Finance/accounting experience or equivalent level work experience with county, state and federal funding
Experience using financial management systems, such as FOCUS or Shared Management Accounts Receivable Tracking (SMART) and experience with human services management information and payment systems.
Working knowledge of IMS a plus.
Intermediate to advanced Microsoft Excel skills
Experience working independently and in team setting, with great attention to detail and accuracy.
Experience in interpreting and applying technical accounting and financial policies and procedures.
Knowledge of the Children’s Services Act, Title IV-E and Medicaid as it relates to services for at risk youth.
Ability to work independently and use sound judgment.
Successful candidate will be able to demonstrate excellent organizational skills.
Ability to multitask and handle multiple deadlines with efficiency and accuracy.
Bilingual in English and another language.

Responsibilities

Creates purchase orders based on the requests of program staff for services funded by Comprehensive Services Act (CSA) and Title IV-E.
Processes invoices in a timely manner.
Maintain accurate and up to date files in both hardcopy and electronic formats.
Researches and prepares responses to inquiries from vendors.
Performs financial and accounting functions that require comprehensive knowledge of accounts payable, accounts receivable, journal entry and ledger postings, and procurement activities.
Extract and analyze data, prepare complex financial reports and create spreadsheets.
Uses Fairfax County Unified System (FOCUS) and Integrated Multifunctional System (IMS) to process financial transactions.
Reviews and reconciles transactions, researches and resolves discrepancies.
Performs qualitative review of individual cases to resolve discrepancies and applies knowledge and interpretation of policies and procedures to resolve non-routine or difficult situations.
Responds to inquiries from management, the public, clients, vendors, auditors, corporate agencies, employees, and others.
Communicates clearly and independently compose accurate and concise written responses to inquiries.
Performs system to system reconciliation of accounting transactions.
Performs other related financial duties assigned by the supervisor/Financial Specialist I.