Park Authority

Position Title: Administrative Assistant II
Position Grade: S13
Location: Area 6 Maintenance Shop, 1410 Hunter Mill Rd, Vienna, VA. 22182
Hours: Monday through Friday; 8am to 3:00pm
Salary: Starting at $19.05 per hour, benefits eligible (E-status)*

Overview: Under supervision and with guidance and/or specific instruction, incumbent is responsible for a variety of technical and clerical functions as the operation’s initial point of contact; performs administrative tasks in support of an Area Park Management shop. Responsible for an end product of work and independent application of knowledge of standard office methods and procedures to perform assignments involving a variety of detailed operations in a related sequence or series. Creates documents, memos and tracks data using a computer with desktop applications. Possesses knowledge and skill in word processing, spreadsheet compilation, email, and database management. Must be able to operate basic office equipment, i.e., phone, copier and printer. Creates, updates, or submits work order requests and credit card purchase requests. Tracks budget and responds to staff inquiries on work order status in the
Agency’s Asset Information Management System (AIMS). Coordinate’s procurement activities for the shop; enters/retrieves data from the AIMS. Answer phones, take messages, and check voice messages daily. Communicates to public, staff and other divisions & departments on standard park maintenance issues.  

Duties Include:

• Clerical/Technical: Provide overall general clerical support to site operations. Assist with time entry/corrections for staff using the County’s time and attendance reporting system as needed. Update and maintain site budget spreadsheets.  Establishes, revises, and maintains accounting documents and files. Prepares a variety of standard disbursement forms for routing and approval. Compiles and maintains daily and weekly totals, reports, and financial statements, reconciles statements. Using Asset Integrated Management System (AIMS), check daily for unassigned work demands and create work task packets. Collect and perform data entry from work task packets into AIMS corporate system.  Reviews completed forms for accuracy and completeness. Maintain and update the operation’s filing system and maintains a system for tracking the progress of work. Provide support for the operation’s time keeping systems. Keys/types form letters, labels, simple documents and correspondence and proofs spelling.  Types and updates personnel forms and data, sets up personnel files and prints/distributes personnel documents.  Ensure copier, fax and printers are stocked with paper and ink.
• Purchasing: Performs inquiries in purchasing systems and performs basic calculations.  Inventories, orders, receives and shelves routine and office supplies as needed. Reviews invoices/packing slips to ensure shipment is correct and follows up on discrepancies.  Assist with procurement card documentation for the operation. Collect all completed procurement card logs, verify funding codes, scan logs, then submit scanned logs to the purchasing section. File hardcopies of procurement card logs. Resolve all missing/incorrect procurement card receipts with vendors and staff. Assist with purchase requisitions as required for items not purchased on a procurement card. Maintain an electronic spreadsheet of all outstanding purchasing documents; assist with closing out purchase orders once materials are received.
• Communication: Produces and electronically distributes simple documents. Answer phones, refers calls, take messages, and check voice messages daily. Gives standard information in response to phone or in-person inquiries. Relay messages/issues to appropriate staff. Attend meetings and take minutes as required. Accept and sign for deliveries. Post in central location employment and labor related notices and documents such as: safety posters and notices, OSHA, VIOSH, Federal, State, County, etc. Act as community point of contact for the shop.
• Inspections, Training and Safety: Assist with completing and filing, basic maintenance, shop, equipment, and vehicle inspections. Inspections may include but not be limited to: first aid kit, shop emergency signs and lighting, shop safety, fire extinguisher, various vehicle and equipment, Safety Data Sheets (SDS), portable toilet cleaning, contract mowing, etc. Assist with tracking parts, materials
• and park features inventories. Coordinates and communicates shop safety program and tracks employee safety, mandatory, and other trainings. Ensure all building and equipment certifications are current.
• Other: Assist with other duties as assigned. Obtain a general understanding of all applicable Agency and County Procedures, Regulations, Guidelines, and Policies. May assist with custodial duties in shop offices and restrooms. May be required to operate a County vehicle to visit headquarters, parks, and other locations to perform duties above. Completes mandatory and assigned trainings as appropriate. 

Minimum Qualifications:

• Any combination of education and experience equivalent to graduation from high school and one year of experience providing administrative support.

Preferred Qualifications:

• Knowledge of administrative office procedures.
• Experience working with Microsoft Office Suite software, to include Excel, SharePoint. Proficient in typing.
• Ability to communicate effectively, orally and in writing with all levels of management, vendors and customers.

Equipment Information:

• Computer 80%
• Telephone 10%
• Printer, Copier 5%
• Vehicle 5%

Physical requirements:

• Ability to lift up to 20 pounds.
• May require walking on uneven surfaces.
• May require standing, bending over or sitting for extended periods of time.

Certifications/licenses

• Driver's License (Required upon hire)

Note: *This position is scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year. This position is eligible to receive limited benefits, including: Medical/Vision/Dental Insurance Coverage, Flexible Spending Program, and Deferred Compensation.

To apply: Send your resume to FCPAJOBS@Fairfaxcounty.gov

Necessary Special Requirements: 

• The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.  

If you have any questions, please email FCPAJOBS@Fairfaxcounty.gov or visit us online.

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. EEO/AA/TTY.  

Fairfax County Park Authority 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.  

Position Title: Administrative Assistant III
Overview: The Fairfax County Park Authority is hiring an enthusiastic, responsible, friendly, communicator dedicated to providing outstanding customer service.  
Location: Herrity Building, 12055 Government Center Parkway, Fairfax, VA.
Hours: up to 30 hours per week between 8am – 4:30pm
Salary: Positions start up to $21.75 to $29 hourly

Duties Include: Under general supervision of the section supervisor, the financial management section of the Fairfax County Park Authority, performs a variety of substantial clerical, accounting, contract and analytical duties in maintaining basic accounting and financial records. This may include, but are not limited to, vendor payments, initiating and managing encumbrances, reconciliation of financial records and assist with contract activities for the agency.

Minimum Qualifications: Any combination of education, experience and training equivalent to a high school graduation and two years of experience providing administrative support in the assigned functional area(s). 

Preferred Qualifications: Must have excellent customer service, communication skills and be detailed orientated. Work independently or in a team environment. 

Note: Two positions are available 

• Part-time benefits eligible are scheduled to work a minimum 1,040 hours and no more than a maximum 1,560 in a calendar year. This position is eligible to receive limited benefits, including medical, vision and dental insurance coverage, flexible spending program and deferred compensation. 
• Seasonal Position may not exceed 960 hours per calendar year. Individuals in this position are not eligible for benefits and are not eligible to earn leave or receive holiday pay. 

To apply: Send your resume to FCPAJOBS@Fairfaxcounty.gov

Necessary Special Requirements: 

• The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.  

If you have any questions, please email FCPAJOBS@Fairfaxcounty.gov or visit us online.

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. EEO/AA/TTY.  

Fairfax County Park Authority 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.