Administrative Assistant IV

Are you interested in making a substantial impact? Do you feel enthusiastic about joining a team dedicated to transforming Fairfax County into a zero-waste municipality? If your answers are "Yes", we need you!

This position provides executive and human resources support, coordinate special events, and perform financial, accounting and other administrative functions.

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.

Responsibilities Include:

• Under the direction of the division director, provides operational, strategic, administrative, and office support activities.
• Supports the division director and/or general manager by coordinating weekly/monthly supervisor meetings, training sessions, employee and other community engagement activities/events, etc.
• Manages various HR related processes (timekeeping, onboarding at the site-level, etc.) within the complex.
• Coordinates efforts with external stakeholders to support the director's efforts in securing grants, corporate sponsorships, and naming rights opportunities.
• Represents the director at various internal and external meetings.
• Supervises the Administrative Assistant III position in an indirect relationship for all director-related special projects and initiatives; and supports the director and/or general manager by managing various SWMP-funded initiatives and other special assignments.
• Enters payroll time entry in FOCUS for others and verifies completeness/accuracy of time entered.
• Performs document processing and analysis of financial activities and performs basic calculations and reconciliations.
• Orders goods or services and ensures appropriate routing and approval of purchase requests; and verifies requests for goods and services against county contracts and funding sources and reconciles receipts or accounts receivables/payables.
• Assists in the implementation and monitoring of internal financial controls to ensure compliance with county policy and sound fiscal management practices.
• Reviews and tracks budget expenditures, overtime costs, and contract payments; identifies variances and escalates discrepancies to division leadership.
• Performs preliminary invoice review and validation prior to the director's approval to ensure proper funding source alignment and contract compliance.
• Maintains financial tracking dashboards and prepares monthly expenditure summaries for leadership review.
• Supports internal and external audit documentation requests and ensures corrective actions are tracked to completion.
• Complete other duties as assigned.

• Benefits
• Retirement

• Position 1: I-66 Transfer Station: 4618 West Ox Road, Fairfax, Virginia 22030
• Position 2: Supports both the Solid Waste Newington Collections Facilities at 6901 Allen Park Road, Lorton, VA 22079, and the I-95 Landfill at 9850 Furnace Road, Lorton, VA 22032. The role includes responsibilities at both locations and requires regular travel between and to these sites as operational needs dictate.

(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
Reviews 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 Administration
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.

Accounting
Supervises 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.

Purchasing
Researches 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 others
Manages 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.

Communication
Independently 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 Management
Performs/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 Administrative
Develops 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 Contact
Oversees 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/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software
Develops 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.

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

Payroll
Prepares 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.

Personnel
Initiates 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.

(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 Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means.

Information Abilities
Ability to gather, integrate, and analyze simple 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 five functions.

Personnel and Payroll
Ability 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 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 three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
A 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:

• Four (4) years of Knowledge of standard office administrative practices and procedures
• Three (3) years of working independently with minimum supervision in a fast-paced
• Three (3) years of customer service experience
• Demonstration of advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Demonstrates oral and written communication skills
• Experience using automated technologies such as databases and Web-based online applications to enter, modify and pull data for reporting purposes.