Administrative Assistant III

Job Announcement

Join the Park Authority and our nationally recognized team of professionals! This position will work as a part of one of the most highly regarded park systems in the country.

With more than 25,000 acres of parkland, nine RECenters, eight golf courses, three lakefront parks, and more, FCPA is an exciting organization to be a part of and there are many opportunities for staff to make a difference at every level.

Works with a team to open the newly renovated Mount Vernon Rec Center, an opportunity to get in at the beginning of an amazing new facility with two indoor NHL ice rinks, childcare, climbing wall, fitness center and indoor pool.

Performs duties related to personnel, procurement, financial records and accountability, and data management. Produces various standard and special reports.

Enters data into multiple screens, performs database maintenance, and executes inquiries using the county's accounting system (FOCUS).

Orders, receives, and inventories supplies. Reviews invoices and resolves discrepancies. Uses Park Authority REC Dynamic system to complete reservations and log in citizens using the facilities.

Position requires a flexible schedule to include manager on duty shifts, evenings, mornings, and weekends. Other duties may include greeting visitors and referring calls.

The functional areas include general office administration, financial management, human resources, office management or purchasing, procurement, and customer service.

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 high school graduation and two years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS :

• Records management experience.
• Time and attendance experience.
• Supply management experience.

CERTIFICATES AND LICENSES REQUIRED :

None.

NECESSARY SPECIAL REQUIREMENTS :

The appointee to the position will be required to complete a criminal background check and driving record check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS :

Position is sedentary in nature; ability to walk and stand on concrete surfaces; ability to lift up to 25 lbs. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE :

Panel interview and may include 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 ) 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. [email protected] EEO / AA / TTY.

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