Senior Administrative Assistant IV (Administrative Assistant IV) at Fairfax County Government

Job Announcement The Central Records Section is actively seeking a detail-oriented, analytical, and dependable person to support our mission of maintaining the accuracy, integrity, and compliance of police records. This is an excellent opportunity for a records-focused professional who thrives in a structured, data-driven environment and values precision, accountability, and public service.This position conducts comprehensive quality assurance reviews of police records and associated data. This includes verifying that all documentation complies with departmental, county, state, and legal reporting requirements. Performs regular audits of incident, arrest, evidence, and related records; identifies discrepancies; tracks error trends; and contributes to recommendations for process improvements.Functional areas: general administration, records management and/ or customer service support. 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 DutiesReviews and approves disbursement forms;Recommends changes to agency/work unit administrative policies, procedures and methods;Uses existing spreadsheets and databases to interpret and organize resource information;Provides customized reports to analysts or others in the unit.Fiscal AdministrationApproves and authorizes accounts through corporate system;Monitors external accounts and resolves discrepancies;Reviews and reconciles status reports.AccountingSupervises staff performing clerical accounting duties at the Asst. II and III levels;Resolves problems by performing qualitative review of individual cases;Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;Performs petty cash custodial duties;Audits clerical accounting procedures in other agencies.PurchasingResearches and recommends equipment/vendors and prices;Determines substitutes for supplies and low value equipment;Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;Authorizes requests for goods and services in corporate system;Monitors contract compliance (e.g., expirations, payment terms, costs);May act as procurement card manager.Scheduling & Coordinating for othersManages supervisor's calendar which may require negotiating time and place;Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;Independently makes and cancels meetings depending on the subject and attendees;Determines what confidential information can be disseminated and to whom;Arranges for special room or equipment needs and/or multiple locations & individuals;Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.CommunicationIndependently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;Coordinates data collection and provides information to others including executive/work unit head;Explains policies of the functional area (e.g., purchasing, travel, and leave).Office ManagementPerforms/supervises several administrative functions (e.g., records management, reception);Manages a small work unit;Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);Notifies relevant individuals of work progress and inquires as to its status.General AdministrativeDevelops filing systems (paper and/or electronic);Develops internal mailing processes and procedures;Prepares non-routine responses to correspondence;May supervise general administrative functions.Receptionist/Public ContactOversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.Word Processing/TypingDevelops macros;Serves as unit expert or lead over other clerical/administrative positions.Information Systems/SoftwareDevelops macros;Creates and maintains databases;Generates unique reports;Creates complex spreadsheets for work unit;Diagnoses and resolves simple software/hardware problems;Maintains Web pages;Designs and lays out publications using specialized software packages;May supervise.ReportsPrepares routine reports and statistics based on information compiled from various sources;Determines report format and elements.PayrollPrepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).Researches payroll issues (e.g., overtime, leave hours).Interprets policies & procedures.PersonnelInitiates the full range of processing for complex personnel actions;Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;Counsels employees on basic benefit questions;Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);Completes job recruitment packages including drafting advertisement language for non-professional job announcements;Serves as liaison between supervisor/manager and HR regarding routine personnel actions;Advises supervisor and provides information regarding HR policies and procedures.Prepares diversity report. 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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;Position may require knowledge of basic principles and methods of a technical or professional field.Math SkillsBasic math skills.Word Processing/TypingIntermediate skills in use of applicable Microsoft Office Word.PC SkillsIntermediate skills in the use of applicable Microsoft Office Suite software;Intermediate skills in the use of agency specific software applications.CommunicationAbility to communicate well through written and oral means.Information AbilitiesAbility to gather, integrate, and analyze simple data.Interpersonal AbilitiesAbility to establish and maintain effective working relationships with both external and internal contacts.Purchasing and AccountingAbility to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.Personnel and PayrollAbility to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).Executive AssistanceAbility 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 three years of experience providing administrative support in the assigned functional area(s).PREFERRED QUALIFICATIONS:Three (3) or more years of experience in records management, quality assurance, auditing, or a related administrative field.Prior experience working in a law enforcement, criminal justice, or government agency environment.Strong proficiency in records management systems, databases, and spreadsheet software (e.g., Excel, Access, or similar tools).Demonstrated ability to analyze complex data, identify discrepancies, and prepare clear, concise summaries and reports.Excellent organizational skills with the ability to manage multiple tasks, meet deadlines, and maintain accuracy in a fast-paced settingNECESSARY 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:The employee is subject to random drug testing. The employee must possess the ability to sit for prolonged periods, as well as occasionally stand, stretch, or reach as needed. The position may require occasional walking within the office or police department facility. The work requires the employee to have the ability to operate a computer, telephone, and other office equipment for extended periods. The work requires the employee to lift and carry files or office supplies weighing up to 20 lbs. All duties may be performed with or without reasonable accommodations.SELECTION PROCEDURE:Panel interview; may include exercise.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. [email protected]. EEO/AA/TTY.#LI-SP1