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Location: Lorton, Virginia
Type: Full Time
Years of Experience:
Internal Number: 23-03298
Weighing your career options? We top the scales!The Fairfax County Department of Public Works and Environmental Services (DPWES), Solid Waste Management Program, has multiple Administrative Assistant III (Weighmaster) openings.DPWES is a diverse, nationally accredited and award-winning public works agency with approximately 1,000 employees providing solid waste, capital facility development, wastewater, stormwater, urban forestry, and land acquisition management services for the most populous county in Virginia. Join our team to help us protect the environment and serve the people of Fairfax County by creating and preserving a sustainable community that is an ideal place to live, work, and play for everyone.Fairfax County Government is committed to our employees, and offers comprehensive benefits, including a defined-benefit retirement plan; medical, life and disability insurance; paid leave; tuition reimbursement; and reasonable accommodations for individuals with disabilities. Through our LiveWell Program and the County Benefits Division, we endeavor to cultivate a culture of wellbeing that empowers, educates and engages employees and retirees to make life-long choices that promote a holistic approach to their physical, mental, emotional, social, spiritual and financial wellness. Please review our awesome benefits:
DPWES provides award-winning solid waste collection services for approximately 45,000 homes, operates a transfer station and landfill, regulates solid waste services, and leads sustainability initiatives to promote zero waste goals for Fairfax County. DPWES Solid Waste is a diverse work force of approximately 300 merit and 50 non-merit employees and has an annual operating budget of more than $100M. Our nationally recognized team of professionals are working together towards a singular goal: providing environmentally responsible and cost-effective management of municipal solid waste, keeping Fairfax County safe, green, healthy, and clean.This advertisement will be used to fill vacancies at the following locations:
Our ideal candidate thrives helping others in a fast-paced environment. This candidate is an active listener who takes the time to understand our customer needs and ensures effective communication.Day-to-day responsibilities and duties are described as follows:
Note: The assigned functional areas of this position are general administrative support and finance. This position is not eligible for telework.
(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 DutiesUses spreadsheets or databases to organize information and produce standard reports;Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;May approve some disbursement forms;Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;Explains fiscal rules and procedures to employees to ensure uniform application.Fiscal AdministrationSets up accounts through corporate systems;Reconciles ledgers;Prepares status reports;Gathers data for use by others in preparing budget;Prepares transfer vouchers and interfund billing;Monitors external accounts for discrepancies.AccountingPrepares 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.PurchasingVerifies requests for goods and services against county contracts and funding sources;Orders goods or services and follows up/resolves discrepancies and ensures delivery;Authorizes requests for goods and services in corporate systems;Ensures appropriate routing and approval of purchase requests.Scheduling & Coordinating for OthersMaintains 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.CommunicationComposes routine correspondence on behalf of the executive/work unit head.Office ManagementProvides 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;Trains and orients new employees;Provides and explains relevant policies and procedures.General AdministrativeComposes routine correspondence on behalf of the executive/work unit head.Receptionist/Public ContactSchedule appointments;Explains departmental policy/procedure but does not interpret them;Responds to inquiries that require referencing a variety of sources and utilizingknowledge of the department/county operations.Word Processing/TypingKeys/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/SoftwarePerforms data entry with some knowledge of department/work unit/program;Manipulates screens for additional entries;Generates routine reports;Creates simple spreadsheets;Maintains databases.ReportsCompiles routine factual/numerical reports using readily available information.PayrollProcesses pay adjustments;Transmits on-line T&As;Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;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.PersonnelPrepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);Provides basic new employee benefits information;Explains routine personnel policies and procedures;Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).
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/TypingBasic skills in the use of Microsoft Word.Math SkillsBasic math skills.PC SkillsBasic skills in the use of applicable Microsoft Office Suite software.CommunicationAbility to write simple documents.Information AbilitiesAbility to process and integrate complex 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 three functions (e.g., create shells, accounts payable processing).Personnel and PayrollAbility to perform routineHuman Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).Executive AssistanceAbility 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).CERTIFICATES AND LICENSES REQUIRED:Valid driver's license.NECESSARY SPECIAL REQUIREMENTS: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.PREFERRED QUALIFICATIONS:
PHYSICAL REQUIREMENTS:Ability to lift up to 25 lbs. without assistance, and 25 to 35 lbs. with or without assistance. Ability to operate a vehicle. Ability to operate keyboard driven equipment. Ability to stand, walk, climb, stoop, reach and work in tiring and uncomfortable positions for lengthy periods of time. Ability to sustain possible exposure to household hazardous waste. Ability to work in adverse weather conditions and temperatures. Occupational noise exposure, to include loud noise from trucks (dba of 90). Strength and manual dexterity needed when performing repetitious tasks. All duties performed with or without reasonable accommodations.SELECTION PROCEDURE:Panel interview and may include exercise.The population of Fairfax County is very diverse where 39.8% 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.