Scales Manager (Admin Assistant V)

Would you like to impact the daily operations of Fairfax County’s Solid Waste Management system while leading a team that provides vital services to the community? If so, we want to hear from you!

This position leads a team responsible for the safe, efficient, and compliant operation of county refuse disposal facilities, including weighing, billing, permitting, and customer service functions at the I-95 and/or I-66 Complex.

DPWES is a diverse, nationally accredited, and award-winning public works agency with approximately 1,000 employees providing solid waste, capital facility development, wastewater, stormwater, urban forestry, and land acquisition management services for the most populous county in Virginia. Join our team to help us protect the environment and serve the people of Fairfax County by creating and preserving a sustainable community that is an ideal place to live, work, and play for everyone.

Fairfax County Government is committed to our employees, and offers comprehensive benefits, including a defined retirement benefit plan; medical, life, and disability insurance; paid leave; tuition reimbursement; and reasonable accommodations for individuals with disabilities. Throughout LiveWell Program and the county Benefits Division, we endeavor to cultivate a culture of wellbeing that empowers, educates, and engages employees and retirees to make lifelong choices that promote a holistic approach to their physical, mental, emotional, social, spiritual, and financial wellness. Please review our awesome benefits:

• Benefit
• Retirement

Responsibilities Include:

• This position supervises and manages a team of Administrative Weighmaster staff responsible for refuse vehicle weighing, billing, and permit issuance at county waste disposal facilities.
• Oversees financial and billing operations, including verifying weights and disposal fees, determining billing methods, processing payments by cash/check/credit transaction, daily reconciliation of receipts and deposits, safeguarding funds, and reviewing complex monthly invoices for accuracy.
• Oversees the issuance and processing of refuse collection and disposal permits and ensures transactions are accurately entered and maintained in the county’s computer systems.
• Coordinates refuse disposal and recycling operations, including determining waste load types and origins, evaluating materials for acceptance, and ensuring refuse collection vehicles comply with county regulations.
• Investigates and documents potential violations of County Code and applicable federal and state regulations involving solid waste, medical waste, and hazardous materials.
• Leads staff training and customer service activities, ensuring employees remain knowledgeable of changing regulations, disposal requirements, fees, procedures, and appropriate disposal locations.
• Ensures safe work practices and compliance with county safety policies and communicates safety expectations to staff.

Location: I-66 Transfer Station, 4618 West Ox Road, Fairfax, Virginia 22030

Note: The assigned functional areas for this position include administrative operations, refuse weighing and disposal operations, billing, cash handling, permit processing, staff supervision, and customer service.

This role is designated as Emergency Service Personnel. Employees in this position must fulfill emergency service duties and comply with Solid Waste and DPWES safety programs and guidelines. The appointees to these positions will be required to be available twenty-four hours a day/seven days a week (24/7) to respond to designated emergencies on an as-needed basis.(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

• Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;
• Determines, modifies, and implements administrative policies, procedures and methods to improve office practices;
• Designs and uses spreadsheets and databases to interpret and organize resource information;
• Provides customized reports to analysts or others in the unit.

Fiscal Administration

• Analyzes data and develops budget recommendations and projections for unit;
• Administers several complex funds, projects, contracts and/or grants;
• Processes journal and/or budget entries (e.g., change orders, accruals).

Accounting

• Performs duties requiring entry level professional knowledge of basic accounting principles;
• Reconciles and monitors unit's accounting processes;
• Resolves non-routine and complex problems;
• Prepares wire transfers;
• Performs unique accounting functions that have department-wide impact.

Purchasing

• Researches and recommends equipment/vendors and prices;
• Determines substitutes for supplies and high value equipment;
• Coordinates the purchase of non-standard items (e.g., purchases requiring coordination with other departments, multi-fund purchases, and/or biohazardous material acquisition);
• Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;
• Acquires insurance via county Risk Management.

General Executive Assistance

• Provides advice and counsel to members of the executive/work unit head's functional area;
• Exercises discretion in administrative policy interpretation;
• Resolves a wide variety of operational problems requiring sound judgment.
• Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;
• Recommends exceptions to administrative policies that are subject to review.

Scheduling & Coordinating for Others

• Supervises or handles the most complex, non-routine activities where consequence of error is high;
• Coordinates all logistic activities for visits by external groups;
• Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
• Verifies travel arrangements made by visitors (e.g., travel to/from hotel);
• Makes all arrangements required by visitors regarding catering or supplies;
• Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;
• Negotiates prices for goods and services required at meetings;
• Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.

Communication

• Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;
• Explains and interprets policies as they apply to unique situations with potential legal and safety implications;
• Researches, coordinates, and provides information to others including citizens, executive/work unit head, and/or BOS members/staff;
• Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.

Office Management

• Supervises several dissimilar or specialized functions each with unique training requirements;
• Devises procedures for complex or specialized functions;
• Anticipates and develops procedures/tools to prevent problems; solves unusual problems;
• Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications;
• Analyzes short and long-range administrative needs such as space, staffing of functional area).

General Administrative

• Responsible for and determines administrative procedures.

Receptionist/Public Contact

• Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action;
• Recommends procedural changes;
• Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.

Word Processing/Typing

• Supervises word processing staff including training of staff;
• Edits for style, format, and/or layout.

Information Systems/Software

• Trains staff in use of agency information systems/software;
• Researches & selects hardware/software;
• Creates complex spreadsheets for department;
• Operates/manages complex databases & other software using advanced functions;
• Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.

Reports

• Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.

Personnel

• Supervises all personnel administrative functions for the department;
• Reviews new departmental policies for HR implications and recommends and implements administrative changes;
• Researches and recommends solutions to non-routine/one-of-a-kind problems;
• Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);
• Works with hiring manager to coordinate appointment and review process;
• Reviews class specifications and recommends requested job classification;
• Develops administrative HR-related procedures for agency.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.

Executive Assistance

• Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
• Ability to maintain confidentiality and be sensitive to political issues.
• Knowledge and sensitivity to issues, priorities, protocol, etc.

Math Skills

• Basic math skills.

PC Skills

• Intermediate skills in the use of applicable Microsoft Office Suite software;
• Intermediate skills in the use of agency specific software applications.

Communication

• Ability to communicate well through written and oral means;
• Ability to speak in front of a group.

Information Abilities

• Ability to gather, integrate, and analyze complex data.

Interpersonal Abilities

• Ability to establish and maintain effective working relationships with both external and internal contacts.

Purchasing and Accounting

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.

Personnel and Payroll

• Ability to perform all human Capital Management Enterprise Resource Planning system functions.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED: 
A valid driver's license.

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

PREFERRED QUALIFICATIONS:

• Five years of experience supervising or managing administrative and operational staff in a high-volume environment.
• Three years of experience overseeing cash handling, financial reconciliation, billing, and revenue collection
• Three years of experience working in an environment where safety, regulatory compliance, and accountability are critical.
• Knowledge of solid waste management, refuse disposal, recycling, or related environmental operations.
• Three years or more providing customer service.
• Intermediate/Advance with Microsoft Word and Excel.

PHYSICAL REQUIREMENTS:
Ability to drive light vehicles. Ability to hear and speak and work in environment where loud noises exist. Ability to lift up to 25 lbs. without assistance and 25 to 35 lbs. with or without assistance. Ability to perform repetitive motions of arms, shoulder and hands. Ability to walk, stand, climb, bend, reach and working in positions for extended periods of time. Ability to work and be exposed in an environment where household hazardous waste exist. Ability to work in adverse weather conditions and temperatures. Manual dexterity needed to operate keyboard driven and office equipment, as well as other tasks. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and 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.

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