Administrative Assistant V

This position supervises the Dissemination Section of the Central Records Division. Provides first-line supervision for a team of administrative assistants specializing in the dissemination of records, the expungement and sealing of records, and quality control of records. Additionally, this supervisory position oversees the daily operations of the public facing customer service window, ensures the information being disseminated is accurate, timely, and meets legal guidelines and policies.

Additionally monitors and approves time and attendance, authoring letters, memos, and other correspondents. Also serves as the back-up to the Central Records Division Director as needed.

The position must understand various Virginia State Legal codes pertaining to the dissemination of criminal history records, disclosure of law enforcement records, Virginia Freedom of Information Act guidelines, retention schedule of the Library of Virginia, expungement and sealing of records, criminal incidents information, criminal history checks, and sensitive criminal investigation files.

Note: The assigned functional areas for this position include general administrative, records management, timekeeping, customer service and/or office 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
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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete the following to the satisfaction of the employer:

• Criminal Background Investigation
• Credit Check

PREFERRED QUALIFICATIONS:

• Administrative experience working in a public safety agency or legal environment.
• Experience indexing records into a database or retrieving records from a database.
• Experience with supervision and front-line customer service.
• Experience working with individuals of all levels of authority.
• Experience with Time and Attendance and correction.
• Proficient skills in drafting, proofreading, revising, and editing correspondence/documents.
• Experience using Microsoft Office Suite.
• Strong decision-making skills.
• Self-motivated and able to work independently.
• Demonstrated strong communications and customer service experience.

PHYSICAL REQUIREMENTS:

• Ability to lift up to 10 pounds. 
• Ability to lift up to 20 pounds. 
• Ability to stand for 2 hours at a time. 
• Ability to stoop, bend, reach, squat, and kneel. 
• Employment contingent on completion of background investigation and employee is subject to random drug testing. 
• Work requires the ability to operate keyboard-driven equipment, to stand for long periods, extensive walking, and to handle multiple tasks.
• All duties performed with or without reasonable accommodations.

 

SELECTION PROCEDURE:
Panel interview and may include a practical 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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Requisition 26-01548