Victim Services Admin Support (Administrative Assistant II)

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Victim Services Admin Support (Administrative Assistant II)

Salary

$40,419.39 - $67,366.62 Annually

Location

FAIRFAX (FJ16), VA

Job Type

FT Hourly W BN

Job Number

24-02257

Department

Juv & Domestic Relations Court

Opening Date

09/21/2024

Closing Date

9/27/2024 11:59 PM Eastern

Pay Grade

S13

Posting Type

Open to General Public

• Description

• Benefits

• Questions

Job Announcement

Under daily supervision of the program manager for the Victim Services Unit (VSU,) supports advocacy services to crime victims and witnesses involved in the Juvenile and Domestic Relations Court (JDRDC.) Works closely with the program manager (Sup I) and victim specialists (POII) in all aspects of service delivery. Facilitates case assignments and submission of documents to the court. Creates case referrals and all associated documentation from the inception of the client referral to case closure. Performs edits, manages documents, and reviews content on the unit’s internal website. Serves as a point of administrative contact for referrals to Victim Services. Performs tasks using Microsoft Suite and various agency and court databases. Manages all VSU data and generates related reports.

This position provides general administrative support in the assigned functional areas of office administration, legal assistance and court support services.

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 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).

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

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.

Employment Standards

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).

NECESSARY SPECIAL REQUIREMENTS:

The appointee to the position will be required to complete the following to the satisfaction of the employer:

• Criminal Background Investigation

• Child Protective Services Registry Check

PREFERRED QUALIFICATIONS:

• The ideal candidate will have experience working in a court system environment.

• Proficiency using Microsoft Suite is preferred.

• Experience handling confidential documents or information at work.

• Experience creating fillable templates and editing forms in both Microsoft Word and PDF formats.

• Experience working with a database system/software such as FOCUS or other SAP system, BADGE, or other court case management system.

PHYSICAL REQUIREMENTS:

• Job is generally sedentary in nature, however, incumbent must be able to lift/move up to 15 pounds.

• Must be able to communicate clearly both in person and over the telephone.

• Visual acuity is required to read data on computer monitor and the incumbent must be able to operate keyboard driven equipment.

• All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include a practical 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 (https://www.fairfaxcounty.gov/demographics/fairfax-county-general-overview) ) 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.

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Requisition 24-02257