Administrative Assistant III

Administrative Assistant III

Salary

$45,255.39 - $75,424.96 Annually

Location

ALCOHOL SAFETY ACTION PROGRAM, 10700 PAGE AVENUE, FAIRFAX (FJ08), VA

Job Type

FT Hourly W BN

Job Number

26-00985

Department

Juv & Domestic Relations Court

Opening Date

07/04/2026

Closing Date

7/10/2026 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

• Description
• Benefits
• Questions

Job Announcement

Ensures that Alcohol Safety Action Program (ASAP) office is open on time. Receives payments from clients and enters payments in agency database (ECM) and issues receipts to clients; deals with all payment related matters and sets up payment arrangements with clients. Maintains record of habitual offender evaluation schedule. Maintains file room in order. Access FOCUS Marketplace County to order office supplies for the agency. Access FOCUS Marketplace County to order office supplies for the agency. Participates in cross training of other staff and performs other duties in their absence.

Performs data entry as required. Reviews all out of state related referrals to make sure that all required paperwork has been submitted by client prior to enrollment in program. Serves as the main point of contact for all transfer in/out cases. Forwards transfer acknowledgments for all transfer in cases to the 23 other Alcohol Safety Action Program (ASAP) programs. Handles court-related inquiries from staff as it relates to court orders. Assembles case files and print case labels and distributes them to the appropriate administrative staff person for distribution. Serves as a back-up to the other Administrative Assistants as needed.

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

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

Uses 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 Administration

Sets 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.

Accounting

Prepares 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.

Purchasing

Verifies 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 Others

Maintains 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.

Communication

Composes routine correspondence on behalf of the executive/work unit head.

Office Management

Provides 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 Administrative

Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact

Schedule appointments;

Explains departmental policy/procedure but does not interpret them;

Responds to inquiries that require referencing a variety of sources and utilizing

knowledge of the department/county operations.

Word Processing/Typing

Keys/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/Software

Performs data entry with some knowledge of department/work unit/program;

Manipulates screens for additional entries;

Generates routine reports;

Creates simple spreadsheets;

Maintains databases.

Reports

Compiles routine factual/numerical reports using readily available information.

Payroll

Processes 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.

Personnel

Prepares 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/Typing

Basic skills in the use of Microsoft Word.

Math Skills

Basic math skills.

PC Skills

Basic skills in the use of applicable Microsoft Office Suite software.

Communication

Ability to write simple documents.

Information Abilities

Ability to process and integrate 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 three functions (e.g., create shells, accounts payable processing).

Personnel and Payroll

Ability to perform routineHuman Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

Executive Assistance

Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

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 drivers license (Required at the time of application)

Must pass the Commission of VASAP Exams after 90 days of employment.

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
• Driving Record Check

PREFERRED QUALIFICATIONS:

• At least two years of strong line customer service experience including responding to customers face to face, by telephone and in writing.
• Ability to work independently and make sound decisions.
• Excellent communication skills.
• At least one year of experience interpreting Alcohol Safety Action (ASAP) Policies and Procedures.
• Proficiency using Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint. Knowledge of SharePoint is also preferred.

PHYSICAL REQUIREMENTS:

• Ability to lift up to 15 pounds.
• Ability to communicate effectively with others.
• Ability to use keyboard driven equipment.
• All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include a practical exercise.

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.

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. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.

#LI-AL1

Requisition 26-00985

Merit Positions

Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:

• Medical/Vision/Dental Insurance Coverage
• Group Term Life Insurance
• Long Term Disability
• LiveWell Program
• Flexible Spending Programs
• Paid Leave (annual, sick, parental, volunteer activity, and more!)
• Paid Holidays
• Contributory Retirement Plan
• Deferred Compensation
• Employee Assistance Program
• Employees Child Care Center
• Continuous Learning Opportunities

Please click here for a summary of our benefits.

NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: Public Service Loan Forgiveness | Federal Student Aid

For additional details please visit the Countys benefits webpage.

Non-Merit Positions

• Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.

• Medical/Vision/Dental Insurance Coverage

• Flexible Spending Program

• Deferred Compensation

• Temporary: scheduled to work a maximum of 900 hours in a calendar year.

• No benefits

01

What is the highest level of education that you have completed?

• Less than 12th grade
• High school diploma or GED
• Some college
• Associates degree
• Bachelors degree
• Masters degree
• Doctorate degree

02

If you answered "Some college" for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a degree.

• Less than 45 quarter hours
• 45 to less than 90 quarter hours
• 90 to less than 135 quarter hours
• 135 to less than 180 quarter hours
• 180 or more quarter hours
• Less than 30 semester hours
• 30 to less than 60 semester hours
• 60 to less than 90 semester hours
• 90 to less than 120 semester hours
• 120 or more semester hours
• Not applicable

03

Do you currently possess a valid drivers license?

• Yes
• No

04

How many years of full-time equivalent experience do you have providing general administrative support in the assigned areas of office administration, criminal justice, legal or court support services, and customer service?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

05

How many years of full-time equivalent experience do you possess working in court services or in a legal environment?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

06

How many years of full-time equivalent experience do you have providing front-line customer service, which includes responding to internal and external customer inquiries face-to-face, by telephone, and in writing?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

07

Please identify the type of experience you have had in the following areas of customer service. Check all that apply.

• Face-to-face customer service
• Telephone customer service
• Respond in writing to customer inquiries
• Research and resolve difficult and complex customer issues
• None of the above

08

Please identify the experience you have had interacting with co-workers in an office. Check all that apply.

• I work mainly by myself
• I work with a team but rarely perform duties other than my own
• I work with a team and frequently fill in for others on my team
• I have volunteered to mentor and train other employees on how to perform my job
• I have served on inter-departmental committees and teams in my organization
• I have served as a team leader
• None of the above

09

How many years of full-time equivalent experience do you have with interpreting Alcohol Safety Action Program (ASAP) policies and procedures?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

10

Please indicate your level of proficiency with Microsoft Excel.

• Beginner (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents)
• Intermediate (Knowledge of inserting and modifying graphic objects in a worksheet; customizing and enhancing workbooks; analyzing data using Pivot Tables, Slicers, and Pivot Charts)
• Advanced (Extensive knowledge of increasing productivity and improving efficiency by streamlining workflow; collaborating with others using workbooks; auditing worksheets; analyzing data; working with multiple workbooks; importing and exporting data, using Excel with the web)
• No experience

11

Please indicate your level of proficiency with Microsoft PowerPoint.

• Beginner (Basic knowledge of opening, saving and closing files; creating backwards compatible files for working with older versions of PowerPoint; utilizing the find and replace tool; applying and modifying pre-designed WordArt; spacing and arranging objects and images; converting bulleted list into flowcharts)
• Intermediate (Knowledge of applying templates and themes; converting text to diagrams and tables; inserting images and clip art; adding sound effects and music clips, adding video and animation; adding and configuring interactive action buttons; incorporating review comments and embedded MS Office content; use advanced features for saving and distributing your file)
• Advanced (Extensive knowledge in customizing PowerPoint for your own work environment; fully leveraging the power of master slides to creating consistent and easy-to-update designs; simplifying internal communication or reviews with embedded notes and comments; reusing (not re-entering) data from other applications; adding multimedia elements; recording voice-overs for presentations; setting up a self-running slideshow display for a lobby or event kiosk)
• No experience

12

Please indicate your level of experience with SharePoint.

• Basis (Used SharePoint but know nothing about administration)
• Intermediate (Can do a few simple things with wiki pages, lists or libraries)
• Advanced (Handle permissions, lists, libraries, web parts, and more)
• No experience

13

Please indicate your level of proficiency with Microsoft Outlook.

• Beginner (Basic knowledge of identifying the components of the Outlook environment; composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments; scheduling meetings, managing tasks, notes and journal entries)
• Intermediate (Knowledge of customizing message settings; organizing and locating Outlook messages; setting calendar options; tracking activities using the Journal; assigning and tracking tasks; sharing folder information; customizing the Outlook environment)
• Advanced (Extensive knowledge of almost all functions of program including personalizing your email; organizing Outlook items; managing data files; managing contacts and contact information; saving and archiving email; creating a custom Outlook form; working offline and remotely)
• No experience

14

Please indicate your level of proficiency with Microsoft Word.

• Beginner (Basic knowledge of creating, editing, formatting, and saving simple documents; inserting simple tables; and proofreading documents for accuracy)
• Intermediate (Knowledge of common commands such as creating a title; using, modifying, and creating styles; setting up the ruler; indenting paragraphs, using tabs and tables; inserting captions, footnotes, endnotes, special characters, or hard page breaks; using page numbering; creating headers and footers; inserting graphics; inserting an equation, adding comments and tracking changes.)
• Advanced (Extensive knowledge of almost all function of program including mail merge, macros, creating a table of contents, creating bookmarks and cross-referencing.)
• No experience

Required Question

Employer Fairfax County

Address 12000 Government Center Pkwy. Suite 270

Fairfax, Virginia, 22035

Phone 703-324-3311

Website http://agency.governmentjobs.com/fairfaxcounty/default.cfm