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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

24-02274

Department

Juv & Domestic Relations Court

Opening Date

09/21/2024

Closing Date

9/27/2024 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

The Fairfax County Juvenile and Domestic Relations District Court (JDRDC) has jurisdiction over juvenile matters, offenses committed by adults against juveniles (youth under the age of 18), and family matters, except divorce, in Fairfax County, the City of Fairfax, and the towns of Herndon, Vienna and Clifton. JDRDC is committed to the One Fairfax initiative, which promotes racial and social equity in services and employment practices.

This position works as a well-qualified detailed-oriented administrative assistant with effective communication skills to support the Administration department with additional support given to our training resources. Under the supervision of the Administrative Assistant IV manager, this position has direct ownership of the administration department of Court Services. Will be required in assisting the public, as well as senior management, the training specialist and other needs for agency fulfillment. Must have knowledge of handling confidential matters involving juveniles.

Collaborates closely with the administrative supervisor in all matters that will involve the cooperation of front office personnel, procurement, expungements, supporting the training specialist among other varied responsibilities. Other areas of collaboration are providing technical assistance in conference rooms, scheduling, reconciling procurement orders and provide guidance on a variety of referred matters. Additionally, works in tandem with another Administrative Assistant III in their daily delivery of responsibilities to the department.

This position provides administrative support in the assigned functional areas of office administration and 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;

Purchasing

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

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;

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

Transmits on-line T&As;

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 routineHuman 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).

NECESSARY SPECIAL REQUIREMENTS:

The appointee to the position will be required to complete the following to the satisfaction of the employer:

• Criminal Background Investigation

• Child Protective Services Registry Check

PREFERRED QUALIFICATIONS:

• Two or more years of administrative experience providing guidance and support to management and department needs.

• Experience working in a court setting.

• Strong knowledge of the various courts.

• Ability to use court case management systems and databases is preferred.

• Two or more years of experience working with the public.

• Excellent communication skills in written and verbal format.

• Proficiency using SharePoint, Excel, Outlook, Word, PowerPoint.

PHYSICAL REQUIREMENTS:

• Duties require the ability to verbally communicate well both in person and over the phone.

• Must be able to lift five-pound boxes, climb ladders and have the ability to access, input and retrieve information from a computer database.

• Must be able to operate common office equipment.

• Work is generally sedentary.

• 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 24-02274