Administrative Assistant II

Performs a variety of fleet technical record keeping, data entry and vehicle verification tasks which supports the Logistics\Fleet Section. Helps to coordinate and manage the department's EZPass Program for over 1500 vehicles. Interacts with uniform/sworn officers as well as civilian personnel for vehicle pick-up and drop-offs and answer customer inquiries. Keeps track of fleet information using various MS Excel spreadsheets, databases, and customized fleet software. In addition, collects and analyzes data, compiles fleet hours, and generates various reports for the fleet manager. Creates and manages fleet folders and manages e-files of each piece of fleet equipment, and mandatory state inspections. Keeps track of fleet numbering system and decal assignment for each FCPD vehicle (marked and unmarked). Coordinates, schedules, verifies, and tracks preventative maintenance, service parts and repairs and ensures information is properly documented. Serves as a back-up to the Facilities and Security ID Badging process for FCPD employees. Copies, files, distributes mail, and performs other administrative assistant duties. Assists with RMB specials projects, tasks, and performs related work as required. Works under general supervision.
Note: The assigned functional areas of this position include general administration, record keeping, vehicles services, data entry and/or office management.

(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
Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
routing and approval;
Compiles and maintains daily and weekly totals, reports, and financial statements;
Reconciles statements;
Establishes, revises and maintains accounting documents and files.

Fiscal Administration
Performs data entry into corporate system, e.g., routine posting and billing.
Reviews completed forms for accuracy and completeness;
May perform inquiries in internal and external databases to determine discrepancies.

Accounting
Performs inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems;
Performs basic calculations.

Purchasing
Orders, inventories, receives, and/or shelves routine supplies;
Reviews invoices/packing slips to ensure shipment is correct and follows up on
discrepancies;
Tracks expenditures.

Scheduling & Coordinating for Others
Notifies all participants of meetings and other functions in advance;
Schedules routine meetings.
Communication
Produces and electronically distributes simple documents (e.g., flyers).

Office Management
Maintains a system for tracking the progress of work;
Orients new employees on procedures and systems.

General Administrative
Performs alpha and/or numeric filing;
Performs simple screening and sorting of mail;
Is responsible for sending dated material.

Receptionist/Public Contact
Refers calls;
Greet visitors;
Gives standard information in response to phone or in-person inquiries;
Acts as back up to other administrative positions.

Word Processing/Typing
Keys/types form letters, labels, simple documents and correspondence;
Proofs spelling.

Information Systems/Software
Performs data entry into multiple screens.

Payroll
Verifies employment on a countywide basis;
Inputs simple or occasional Human Capital Management Enterprise Resource Planning system entries, with review of supervisor (e.g., simple
T&A).

Personnel
Types forms;
Updates personnel data;
Sets up agency personnel files;
Prints out and distributes personnel documents;
Files critical records (e.g., performance evaluations, PARS).

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge
Knowledge of a variety of standard office procedures;
Knowledge of specific unit terminology;
Knowledge of work done in related departments.

Communication
Ability to read and comprehend relevant documents.

Information Abilities
Ability to process and integrate simple data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external
and internal contacts.

Purchasing and Accounting
Ability to perform inquiries in Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems.

Personnel and Payroll
Understanding of the basic PRISM functions;
Ability to perform inquiries (e.g., check personnel data) in Human Capital Management Enterprise Resource Planning system.

Word Processing/Typing
Basic skills in the use of Microsoft Word.

PC Skills
Basic skills in the use of applicable Microsoft software.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to high school graduation and one year of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:

• Two years of experience involving record keeping and/or fleet management.
• Basic skills in the use of Microsoft Office Suite computer software (Word, and Excel).
• Customer service experience.
• Previous experience working a public safety environment.
• Ability to communicate orally and in writing; process and integrate complex data; and establish and maintain effective working relationships with both external and internal contacts.

The appointee to this position will be required to complete a criminal background check, credit check and driving record check to the satisfaction of the employer.

CERTIFICATES AND LICENSES REQUIRED:

PHYSICAL REQUIREMENTS:

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.DHREmployment@fairfaxcounty.govEEO/AA/TTY.