Administrative Assistant II

This position supports critical records management, court document processing, and frontline client services. This position plays a key role in maintaining accurate case records, supporting the acceptance of court service documents, and ensuring consistent, high-quality service to DFS clients and staff.

Duties and responsibilities:

• Supports the DFS Records Center by screening cases in various programmatic, local, and state systems to establish case records; tracking records as they circulate throughout the agency; and storing, archiving, and destroying records in accordance with applicable policies and retention schedules.
• Serves as part of the DFS team that receives and processes court service documents, supporting the Records Center as the single point of access for court documents on behalf of DFS. Receives subpoenas (in person, by mail, or electronically); reviews and verifies whether documents meet sufficiency requirements for acceptance; distributes and coordinates with appropriate staff; and ensures accurate tracking, routing, and filing of subpoena-related records.
• Provides floater and administrative support, as needed, across regional offices in Annandale, Fairfax, Reston, and South County by issuing Electronic Benefits Transfer (EBT) cards and emergency resources to clients; performing vehicle management duties (including driving vehicles to and from county facilities); processing mail; and approving room reservations.
• Serves as back-up in monitoring the Pennino DFS Administrative Reception area, greeting, directing, and assisting clients, visitors, and staff; handling package deliveries; and providing general support.

Note: The assigned functional areas for this position include general administration, customer service, and/or record file management.

(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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.
Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.
Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.
Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.
Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.
Communication
Produces and electronically distributes simple documents (e.g., flyers).
Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.
General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.
Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.
Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.
Information Systems/Software
Performs data entry into multiple screens.
Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
T&A).
Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).
(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.
Communication
Ability to read and comprehend relevant documents.
Information Abilities
Ability to process and integrate simple data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.
Purchasing and Accounting
Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.
Personnel and Payroll
Understanding of the basic PRISM functions;
Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.
Word Processing/Typing
Basic skills in the use of Microsoft Word.
PC Skills
Basic skills in the use of applicable Microsoft software.
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 one year of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Driver's license (required)

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, child protective services registry check, credit check and driving record check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• General knowledge of human services operations and experience working in a busy office/reception environment.
• Familiarity with subpoenas or court-related documents.
• Experience working with confidential records.
• Ability to travel between regional offices as needed.
• Proficiency with Microsoft Office computer software applications.

PHYSICAL REQUIREMENTS: 
Ability to lift and move up to 20 lbs and to file and retrieve case files in a file room. All duties may be performed with or without reasonable accommodations.          

SELECTION PROCEDURE: 
Panel interview; may include exercise.      

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian/Pacific Islander, Indo-European, and many others.) We encourage candidates who are bilingual in English and another language to apply for 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. TTY 703-222-7314 [email protected] EEO/AA/TTY.