Administrative Assistant III

Performs general reception and administrative duties to support the Court Service Administration unit and its programs. Works with diverse multilingual clientele who often require language interpretation and cultural sensitivity. Serves as the primary contact for the public in the reception area; screens telephone call and walk-in clients for appropriate services. Assists the CSU Admin Office Manager in managing the Probation/Diversion records. Support the agency's business, communications, and operational needs within a web-based environment. As requested, performs edits, manages documents, and reviews content on the agency's internal website.

This position provides administrative support in the assigned functional areas of office administration and court support services.

Note: Eligible employees certified as using a second language in their job (35% or more of their worktime) may receive a foreign language stipend in the amount of $1,560 annually where scheduled work time is more than 20 hours per week ($780 annually when scheduled work time is 20 hours or less per week).

(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;

(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.

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

• 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.

• Duties require the ability to verbally communicate well both in person and over the phone.
• Must be able to lift ten-to-fifteen-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.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian/Pacific Islander, Indo-European, and many others.) We encourage candidates who are bilingual in English and another language to apply for 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. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.

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