Administrative Assistant III

Fairfax County Government
$44,368.06 - $73,946.08 Annually
medical insurance, dental insurance, vision insurance, child care, retirement plan
United States, Virginia, Fairfax
Mar 15, 2025
Job Announcement This position provides administrative support to the Criminal Investigations, Cyber and Forensics Bureau. Supports the operation needs of the Bureau and Division Commanders. Administrative duties include act as the central point of contact for incoming calls. Reviews all memoranda and letters for accuracy, grammar, and correct format; maintains division files, personnel files, prepares case reports and maintains retrieval logs for all archived material. Performs a variety of administrative duties such as composing and processing business correspondence, meeting agendas/minutes. Possesses the following skills: strong organizational and prioritization skills; ability to use discretion and good judgment when dealing with sensitive issues and handling inquiries; ability to follow instructions and understand office processes; ability to interact effectively, work well in a team atmosphere and assist in other areas of the workflow process as needed. This position requires the incumbent to work with limited supervision and independently handle routine administrative tasks (e.g., supplies inventory, purchasing, data entry, correspondence,) daily. Must be able to work well with others, multi-task, receive direction, and meet all deadlines. Performs a variety of tasks, special projects, and other duties as assigned. The assigned functional areas of this position are administrative support, general administration, record management, data entry, and/or office management. 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.) 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; 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; 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. Processes pay adjustments; Transmits on-line T&As; 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: Proficiency with Microsoft software (Word, Excel, Outlook, Teams) Administrative work experience in law enforcement setting. Experience providing administrative-level support services to a managerial and/or executive graded employee. Excellent oral and written communication skills. Experience and skills in customer service, and organization. Experience in drafting, proofreading, revising, and editing correspondence/documents. NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check and credit check to the satisfaction of the employer. PHYSICAL REQUIREMENTS: Ability to lift up to 15 lbs. Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor. Must be able to operate keyboard driven equipment. Must be able to communicate with others. All duties may be 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. TTY 703-222-7314. EEO/AA/TTY. #LI-SP1