Administrative Assistant IV

Are you great with numbers, organized, and detailed-orientated? Come join Fairfax County’s Facilities Management (FMD) Finance team! Our department provides a full range of facility management services in county-owned and designated leased facilities. These services include maintenance, repair, infrastructure replacement and upgrade, utilities, space planning, renovations, energy conservation, custodial services, and grounds maintenance. FMD is also responsible for leasing, managing, and disposing of real estate property and facilities, as requested by the Board of Supervisors and other county agencies. Under the general direction and supervision of the Financial Specialist II, this position performs a variety of financial accounting, reporting and purchasing activities for the department.

Job duties include:
Accurately records procurement card transactions in the agency- developed database.
Reviews daily P-card logs and invoices submitted for accuracy and completeness.
Performs a variety of logistical activities to include but not limited to the initiation of purchase orders, receipts of
goods and services, and payment of vendor invoices.
Serves as the lead for purchasing and accounting for the branch.
Identifies and resolves discrepancies by coordinating with vendors and Department of Procurement and Material Management.
Approves and authorizes accounts through the corporate system.
Ensure funding availability and processes purchase requests and change orders in compliance with established
county and agency policy and procedures.
Serves as the branch's point of contact addressing procurement, contract (materials & services), and financial issues.
Accurately records financial transactions into several agency-developed databases.
Acts as backup to the front desk.

Notes:

• The assigned functional areas of responsibility include general office administration, accounts payable/receivable, records management, procurement, and/or customer service.
• This position is considered Essential Personnel.

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).

CERTIFICATES AND LICENSES REQUIRED:
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:

• At least two years of experience performing financial related administrative duties such as purchasing, acquisition of materials and services, work performed for others (WPFO), researching invoice discrepancy and payments, data entry, general financial duties, database management, developing policies and procedures, composing complex correspondence, developing charts and reports. 
• Experience in accounts payable and receivable.
• Experience with managing procurement card activities and reconciliation processes.
• Experience with purchasing policies and procedures.
• Experience using Microsoft Office computer software, especially Excel and Word.
• Experience utilizing Fairfax County Unified System (FOCUS) Finance, Logistics, Procurement (FILO) and Human Capital Management (HCM) and Certification.

PHYSICAL REQUIREMENTS:
Must communicate with others. Position is generally sedentary in nature; however, employee may be required to do some walking, standing, bending and carrying of items up to 20 lbs. in weight (all duties) Work requires dexterity and good vision. Work requires the ability to operate keyboard-driven equipment, computers, multi-line telephones, facsimile machines, photocopiers and scanner.  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.