Administrative Assistant III Print (https://www.governmentjobs.com/careers/fairfaxcounty/jobs/newprint/4816429) Apply  Administrative Assistant III Salary $44,368.06 - $73,946.08 Annually Location FAIRFAX (EJ28), VA Job Type FT Hourly W BN Job Number 25-00355 Department Police Opening Date 02/08/2025 Closing Date 2/14/2025 11:59 PM Eastern Pay Grade S15 Posting Type Open to General Public + Description + Benefits + Questions Job Announcement Serves as an administrative assistant to the Commander of Administrative Support Bureau which includes the Personnel Resources Division, the Human Resources Division, Financial Resources Division, and Health & Wellness Division. Located at the Public Safety Headquarters facility, 12099 Government Center Parkway, Fairfax Virginia 22035. Duties include: + Acts as the central point of contact for matters concerning the Administrative Support Bureau + Creates, edits, and reviews all memoranda and correspondence for accuracy, grammar, and correct format + Maintains division files, personnel files, and maintains retrieval logs for all routed documents + Maintains records of incoming and outgoing correspondence and assignments + Performs a variety of administrative duties such as composing and processing business correspondence, meeting agendas/minutes, interview process preparation and coordination + Reviews time and attendance records for the bureau bi-weekly, ensuring all time and attendance records are complete and submitted in compliance with rules The person in this position must p ossess strong organizational and prioritization skills, and the ability to use discretion and good judgment when dealing with sensitive issues and handling inquiries. They must also have the a bility to follow instructions and understand office processes, and the a bility to interact effectively, work well in a team atmosphere and assist in other areas of the workflow process as needed. Works with limited supervision and independently handle routine daily administrative tasks (e.g., supplies inventory, purchasing, data entry, correspondence.) Must be able to work well with others, multi-task, receive direction, and meet all deadlines, and h andle other tasks as required. The assigned functional areas of this position are Records Management, Office Administration, and General Administrative duties. 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. 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. 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 : + Administrative experience working in a public safety agency + 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 CERTIFICATES AND LICENSES REQUIRED: None. NECESSARY SPECIAL REQUIREMENT: The appointee to the position will be required to complete a criminal background check and credit check to the satisfaction of the employer. PHYSICAL REQUIREMENTS: Work requires the ability to operate keyboard-driven equipment and to sit for long periods. All duties performed with or without reasonable accommodations. SELECTION PROCEDURE: Panel interview; 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 (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. #LI-SP1