Administrative Assistant IV

The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to county residents of all ages. Under the supervision of a Financial Specialist II, this position performs a variety of accounting functions for the Department of Neighborhood and Community Services (NCS) and its programs. This is a great opportunity to make an impact in the local community and help provide critical resources and services to County families and children. We are looking for a highly motivated individual with a passion for public service and a desire to support a wide range of financial operations within a large agency.

Performs a variety of financial and budget functions supporting various programs in the department as part of the department’s Finance Account Payable/Account Receivable Team. Performs accounts receivable and accounts payable activities, procurement card (p-card) reconciliation, and ensures compliance with county, state, and federal policies and procedures. Duties will include:

• Reconciles monthly procurement card transactions and coordinate with program staff to obtain required supporting documentation.
• Monitors procurement card expenditures, perform cost allocations, and provide guidance to employees regarding procurement card policies and County purchasing regulations.
• Prepares, processes, and submits recurring financial payment files in accordance with established schedules and deadlines.
• Processes local travel expense vouchers for various programs; collect and review documentation for completeness, accuracy, and compliance with county travel policies.
• Collects and safeguards monetary receipts, prepare bank deposits, and process electronic deposits of paper checks.
• Processes routine financial transactions and journal entries in the county's financial management system.
• Prepares and processes payment requests through the county's vendor invoice management system.
• Establishes and maintains vendor records in the county's financial system, including reviewing and updating required vendor documentation.
• Responds to inquiries from internal and external customers regarding payment processing, financial transactions, vendor records, and related policies and procedures.
• Prepares financial reports, supporting documentation, and other materials for audits and management review.
• Performs other related financial and administrative duties as assigned.

Note: The assigned functional areas of the position include general financial administration, procurement, financial reporting and reconciliation, and/or auditing.(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
Reviews and approves disbursement forms;
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Fiscal Administration
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Accounting
Supervises staff performing clerical accounting duties at the Asst. II and III levels;
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
Performs petty cash custodial duties;
Audits clerical accounting procedures in other agencies.
Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
Authorizes requests for goods and services in corporate system;
Monitors contract compliance (e.g., expirations, payment terms, costs);
May act as procurement card manager.
Scheduling & Coordinating for others
Manages supervisor's calendar which may require negotiating time and place;
Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;
Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.
Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).
Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Manages a small work unit;
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.
General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.
Receptionist/Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.
Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.
Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Maintains Web pages;
Designs and lays out publications using specialized software packages;
May supervise.
Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.
Payroll
Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
Researches payroll issues (e.g., overtime, leave hours).
Interprets policies & procedures.
Personnel
Initiates the full range of processing for complex personnel actions;
Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
Counsels employees on basic benefit questions;
Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
Advises supervisor and provides information regarding HR policies and procedures.
Prepares diversity report.
(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.
Math Skills
Basic math skills.
Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.
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.
Information Abilities
Ability to gather, integrate, and analyze simple 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 five functions.
Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).
Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.
MINIMUM QUALIFICATIONS:
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).

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

PREFERRED QUALIFICATIONS:

• Providing administrative support in a professional office environment, preferably experience supporting finance, accounting, budgeting, procurement, or other financial operations.
• Experience with accounts payable and/or accounts receivable processes, including reviewing financial documentation and maintaining accurate records.
• Work with financial records, general ledgers, journal entries, reconciliations, revenues, expenditures, or similar accounting functions.
• Support of procurement activities, including procurement card transactions, documentation, and reconciliation
• Use of Microsoft Office applications, particularly Microsoft Excel, and financial management, procurement, or enterprise resource planning (ERP) systems.
• Work with confidential or sensitive financial information and maintaining accurate and organized records.
• Providing customer service and communicating financial or administrative information to employees, vendors, citizens, and other stakeholders.
• Demonstrated ability to organize and prioritize multiple assignments, meet established deadlines, and respond effectively to changing priorities and urgent matters.
• Ability to interpret and explain policies, procedures, and financial requirements and work collaboratively with staff across organizational lines.
• Strong analytical, organizational, oral, and written communication skills.
• Work in a public-sector or regulated environment and applying policies, procedures, and compliance requirements is desirable.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor and read financial documents. Incumbent must be able to use PC, printers, calculator and telephone. Ability to communicate with others. 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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