Administrative Assistant III

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 IV), and works closely with the Office Manager and the Assistant Director (Supervisor I) in all aspects of Domestic Relations Intake Services.

Duties include:

• 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: The assigned functional areas of this position are general administration, criminal justice, customer service, and/or office management.

This announcement may be used to fill multiple vacancies. 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:
(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 this position will be required to complete a criminal background check and child protective services to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Associate's degree
• At least 4 years of experience working in a court service or legal environment
• At least 4 years of experience of customer service experience
• At least 4 years of experience using a multiline phone system
• At least 4 years of experience using a scheduling system
• Experience ordering supplies and with records file management
• Experience with 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) systems.
• Advanced proficiency with 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 lbs. 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 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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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