Administrative Associate

This position serves as the program manager for the department's contract and procurement operations. Supervises a team of two providing department-wide administrative support. Researches, develops, reviews, and updates the department's documentation of financial policies and procedures. Reviews and documents internal financial processes and procedures. Assists in developing training programs to increase departmental compliance with policies and procedures. Supports policy administration staff with outreach activities and assists in the coordination of special meetings and projects. Maintains up-to-date database tracking for policy related matters and performs various duties as assigned in support of departmental needs. Works under the general supervision of the Accountant III.

Functional areas: accounting and/or finance

Note: Salary offer will not exceed the mid-point of the salary range ($79,600.14).

(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 on the position description.)

General Financial Duties
Develops financial reports and data analyses for use by analysts/managers.

Fiscal Administration
Authorizes journal and/or budget entries.

Purchasing
Identifies need for new funding sources and/or modifications to contracts.
Provides needs assessments and interacts with staff to identify fund sources and
develop a plan for purchases.
Identifies exceptional purchases (e.g., sole source justification), obtains special
approvals (e.g., agency approval for budget deviation) and insures competitive billing
process.
Resolves disputes with vendors (except for precedent-setting actions outside policy).
Insures staff is trained and follows department/County policies and/or procedures.

General Executive Assistance
Acts as a resource regarding policies, procedures and precedents of the functional area in the development of programs and policies within the functional area.

Communication
Writes technical and non-technical correspondence, and/or presentation materials.
Writes non-technical content of reports and edits text.

Office Management
Provides information and participates in the development of in-house policies within the functional area.
Reads documents and attends meetings in order to maintain a working knowledge and understanding of the functional area.

Personnel
Analyzes changes in county policy to determine effect on department.
Drafts or revises department policies to conform to county, federal and state rules and guidelines.

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

Knowledge of the organization's professional objectives and activities and in-depth
knowledge of the assigned functional area(s).

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 write concise and understandable appropriate documents.

Information
Ability to independently gather, integrate, and analyze complex 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 10 functions.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to an associate degree and five years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and credit checks as a condition of hiring and periodically thereafter, to the satisfaction of the employer. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:

• Excellent verbal and written communication skills with the ability to address a wide audience.
• Ability to prioritize several activities in progress at one time.
• Innovative individual motivated by continual change and superior customer service skills.
• Ability to work effectively with minimal supervision, prioritize multiple tasks, and work in a fast-paced environment.
• Acceptance of responsibility and taking initiative to ensure accomplishment of the core missions.
• Excellent skills and abilities working in a cross-functional team.
• Proven ability to plan, organize, and collaborate countywide events.
• Working knowledge and skilled in the use of databases is strongly preferred.
• Excellent PC skills with considerable proficiency in Microsoft Word, PowerPoint, Excel, Outlook, and Foxit Phantom PDF.

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.