Administrative Assistant-Field Operations Division

Welcome and thank you for your interest in employment with Loudoun County Government!

ALL SECTIONS OF THE APPLICATION MUST BE COMPLETED IN ITS ENTIRETY. THE RESUME IS CONSIDERED SUPPLEMENTAL INFORMATION ONLY. APPLICATIONS THAT ARE INCOMPLETE OR INDICATE 'SEE RESUME' WILL NOT BE TAKEN INTO CONSIDERATION.

The Loudoun County Sheriff's Office is seeking qualified applicants for a full-time Administrative Assistant position within the Field Operations Division.

Essential job functions include but are not limited to:

• Reconciles accounts against purchase orders. Contacts vendors to ensure purchase orders have been processed. Responds to inquiries from vendors.
• Coordinates Meetings
• Provides courteous and timely customer service to County staff, vendors, citizens and other visitors. Refers customers to appropriate staff.
• Answers and evaluates all incoming calls to determine what services are needed. Transfers callers to the appropriate individual for assistance.
• Receives, opens, and date stamps all incoming mail and correspondence. Forward it to the appropriate person. Prepares departmental mail for daily pickup.
• Processes credit card payments for monthly/quarterly expenses. Maintains records for credit card records. Conducts credit card reconciliations in accordance with established policies. Performs audits of all credit cards purchases.
• Performs administrative duties for special programs as assigned; maintains and tracks data using spreadsheets and/or databases; maintains statistics and documents; provides administrative support for Department individuals or teams; records information; generates notices; and maintains records.
• Monitors copiers, scanners, printers, and fax machines used in Department and assures all equipment is operational; arranges for regular service and/or repairs; places facility work orders for the Department.
• Enters, updates, and retrieves information from databases, files, and systems relevant to Department; researches and eliminates database errors from assigned databases; may create data-related reports; and organizes and tracks files in and out of the file room.
• Manages booking and operations of the conference room; maintains appearance of conference room, supplies and equipment; coordinates meetings, presentations, catering, and some events; develops agendas; prepares meeting packets; records meetings and prepares minutes, maintains meeting records; and posts, when appropriate, to the public records/documents on the County website.
• Assists with ordering and purchasing activities; verifies requests against County contracts and funding sources; orders office supplies and equipment; processes purchase orders as goods are received; requests payment of invoices for services; reconciles accounts against purchase orders; contacts vendors to ensure purchase orders have been processed; responds to inquiries from vendors; and tracks fiscal expenditures.
• Reconciles daily receipts or accounts receivable/payable. Enters receivable and payable documents and credit card payments in Oracle in accordance with the County Procurement Department's policies and procedures.
• Accounts for cash transactions; provides accounting of cash transmittals and deposits to the Treasurer's office; maintains accounting of cash drawer; oversees accounting of returned checks; and audits financial system transactions.
• Knowledge or ability to obtain knowledge of ORACLE; knowledge of computer applications, including Windows and MS Office Suite; knowledge of Department-related software or specialized applications or reporting tools.
• Knowledge of basic accounting principles.
• Knowledge of Department and County policy as it pertains to information requests, basic accounting and purchasing practices, and human resources and/or payroll functions.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to handle customer relations with tact and diplomacy.
• Ability to establish and maintain effective relationships with employees, other departments/agencies, vendors, County and/or Court officials, and the public.
• Ability to interpret and apply policies and procedures.
  
  Hiring salary commensurate with experience.

High School diploma or equivalent; three (3) years of related clerical/administrative work experience with computer automated systems and office applications experience; or equivalent combination of education and experience.

Successful candidate must hold a Notary Public Commission or must obtain within 30 days of employment.

Selection process includes review of the Applicant Screening Questionnaire and County employment application, in-person interview(s), and an intensive background investigation to include fingerprinting, credit check, driving record, and polygraph examination.

Must be a US Citizen or 10-year resident of the United States; successfully pass a VCIN/NCIC written examination and become VCIN/NCIC certified within one year of employment; obtain a Virginia Notary Public license within 30 days from the date of hire.