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Administrative Assistant III

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Administrative Assistant III

Salary

$44,368.06 - $73,946.08 Annually

Location

FAIRFAX (FJ16), VA

Job Type

FT Hourly W BN

Job Number

24-02718

Department

Juv & Domestic Relations Court

Opening Date

11/23/2024

Closing Date

11/29/2024 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

Works as a member of the Domestic Relations Services Unit. Provides a range of moderate to complex clerical and managerial assignments. Reports to the office manager (Administrative Assistant V) and works closely with the office manager and the intake supervisor in all aspects of Domestic Relations Intake Services.

This position staffs the front counter; processes intake cases; communicates with county professionals and clients; maintains the Domestic Relations appointment calendar (JDAC) to ensure a smooth daily functioning of work flow; builds schedule in JDAC; enters staff leave into JDAC and adjusts intake officer schedules as needed; oversees maintenance of lobby and copy room, including refilling brochures and other documents in the lobby; ensures availability of office forms and documents for staff; makes copies of these as needed; tracks and files staff leave slips; creates the monthly counter duty schedule; enters screening information into JDAC.

Maintains log books and Excel logs; maintains the Domestic Relations SharePoint page; handles phone inquiries and provides accurate information on a wide variety of intake issues; Prepares a variety of legal documents; requests interpreter services for clients; enters, manipulates and retrieves data using the Case Management System (CMS) inquiry, Juvenile and Domestic Relations Document Imaging System (JDIS), Juvenile and Domestic Relations District Court Secure View System (JSVS), Balance Approach Data Gathering Environment (BADGE), Pre-trial and Community Corrections Case Management System (PTCC), and the Scheduling System (JDAC).

Monitors supply levels and order office supplies as needed, manages office space and reports problems with equipment and computer systems. Assists Mediation staff by serving clients at the front counter, answering the Mediation phone line, data entry, copying and scanning documents and other duties as needed.

May supervise Administrative Assistant II positions to include interviewing, hiring, training, coaching, evaluating, and making recommendations for disciplinary actions when necessary. Assists the office manager with training new staff. May approve time as needed. May perform other related duties as deemed necessary by the office manager.

Note: This position provides general administrative support in the assigned functional areas of office administration and legal/court support services.

Illustrative Duties

(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

Uses spreadsheets or databases to organize information and produce standard reports;

Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;

May approve some disbursement forms;

Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;

Explains fiscal rules and procedures to employees to ensure uniform application.

Fiscal Administration

Sets up accounts through corporate systems;

Reconciles ledgers;

Prepares status reports;

Gathers data for use by others in preparing budget;

Prepares transfer vouchers and interfund billing;

Monitors external accounts for discrepancies.

Accounting

Prepares wide variety of accounting forms;

Reconciles daily receipts or accounts receivable/payable;

Identifies discrepancies and makes corrections;

Collects required documents;

Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

Purchasing

Verifies requests for goods and services against county contracts and funding sources;

Orders goods or services and follows up/resolves discrepancies and ensures delivery;

Authorizes requests for goods and services in corporate systems;

Ensures appropriate routing and approval of purchase requests.

Scheduling & Coordinating for Others

Maintains calendar(s);

Schedules meetings;

Makes and cancels appointments;

Schedules rooms for classes, meetings, conferences, etc.;

Coordinates audiovisual, training equipment, refreshment requests;

Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

Communication

Composes routine correspondence on behalf of the executive/work unit head.

Office Management

Provides administrative support and implements procedures;

May supervise others;

Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;

Trains and orients new employees;

Provides and explains relevant policies and procedures.

General Administrative

Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact

Schedule appointments;

Explains departmental policy/procedure but does not interpret them;

Responds to inquiries that require referencing a variety of sources and utilizing

knowledge of the department/county operations.

Word Processing/Typing

Keys/types complex documents (e.g., technical);

Proofs spelling and grammar;

Uses multiple software packages to prepare equations, statistics, tables and/or presentations;

Compiles reports from edited drafts;

Uses macros and templates developed by others.

Information Systems/Software

Performs data entry with some knowledge of department/work unit/program;

Manipulates screens for additional entries;

Generates routine reports;

Creates simple spreadsheets;

Maintains databases.

Reports

Compiles routine factual/numerical reports using readily available information.

Payroll

Processes pay adjustments;

Transmits on-line T&As;

Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;

Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);

Trains new employees on how to do on-line time.

Personnel

Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);

Provides basic new employee benefits information;

Explains routine personnel policies and procedures;

Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;

Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

Required Knowledge Skills and Abilities

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

Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;

Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing

Basic skills in the use of Microsoft Word.

Math Skills

Basic math skills.

PC Skills

Basic skills in the use of applicable Microsoft Office Suite software.

Communication

Ability to write simple documents.

Information Abilities

Ability to process and integrate 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 three functions (e.g., create shells, accounts payable processing).

Personnel and Payroll

Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

Executive Assistance

Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:

Any combination of education, experience, and training equivalent to the following: (https://www.fairfaxcounty.gov/hr/equivalencies-education-and-experience)

(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 two 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 a criminal background check and Child Protective Services Registry check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Associate's degree

• Four years or more in a court service or legal environment.

• Four years or more customer service/front desk staff.

• Four years or more using multiline phone.

• Four years or more using scheduling system.

• Experience ordering supplies and with records file management.

• Experience using a court case management system; using an online calendaring or scheduling system; and/or using BADGE, CMS, JDAC, JSVS.

• Advanced proficiency with Microsoft Excel, Word, Outlook, Teams and SharePoint.

• Excellent interpersonal skills.

• Excellent oral and Written communication skills.

• Ability to work independently and as part of a team.

PHYSICAL REQUIREMENTS:

Job is generally sedentary in nature; however, incumbent must be able to lift/move up to 15 pounds. Visual acuity is required to read data on computer monitor and the incumbent must be able to operate keyboard driven equipment. Must be able to communicate well, both in person and over telephone. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include a practical exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) ) and we encourage candidates bilingual in English and a foreign language to apply to 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.

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Requisition 24-02718