Administrative Assistant IV

Administrative Assistant IV

Salary

$50,581.23 - $88,517.10 Annually

Location

PENNINO BUILDING, 12011 GOVERNMENT CENTER PKWY, FAIRFAX (EJ27), VA

Job Type

FT Hourly W BN

Job Number

26-01480

Department

Neighborhood & Community Svcs

Opening Date

09/26/2026

Closing Date

10/2/2026 11:59 PM Eastern

Pay Grade

S17

Posting Type

Open to General Public

• Description
• Benefits
• Questions

Job Announcement

The Department of Neighborhood and Community Services (NCS) is part of the Fairfax County Health and Human Services System and provides a wide variety of critical programs and supportive services to county residents of all ages. Under the supervision of a Financial Specialist II, this position performs a variety of accounting functions for the Department of Neighborhood and Community Services (NCS) and its programs. This is a great opportunity to make an impact in the local community and help provide critical resources and services to County families and children. We are looking for a highly motivated individual with a passion for public service and a desire to support a wide range of financial operations within a large agency.

Performs a variety of financial and budget functions supporting various programs in the department as part of the department's Finance Account Payable/Account Receivable Team. Performs accounts receivable and accounts payable activities, procurement card (p-card) reconciliation, and ensures compliance with county, state, and federal policies and procedures. Duties will include:

• Reconciles monthly procurement card transactions and coordinate with program staff to obtain required supporting documentation.
• Monitors procurement card expenditures, perform cost allocations, and provide guidance to employees regarding procurement card policies and County purchasing regulations.
• Prepares, processes, and submits recurring financial payment files in accordance with established schedules and deadlines.
• Processes local travel expense vouchers for various programs; collect and review documentation for completeness, accuracy, and compliance with county travel policies.
• Collects and safeguards monetary receipts, prepare bank deposits, and process electronic deposits of paper checks.
• Processes routine financial transactions and journal entries in the countys financial management system.
• Prepares and processes payment requests through the countys vendor invoice management system.
• Establishes and maintains vendor records in the countys financial system, including reviewing and updating required vendor documentation.
• Responds to inquiries from internal and external customers regarding payment processing, financial transactions, vendor records, and related policies and procedures.
• Prepares financial reports, supporting documentation, and other materials for audits and management review.
• Performs other related financial and administrative duties as assigned.

Note: The assigned functional areas of the position include general financial administration, procurement, financial reporting and reconciliation, and/or auditing.

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

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 supervisors 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 heads 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.

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 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.

Employment Standards

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).

NECESSARY SPECIAL REQUIREMENTS:

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

PREFERRED QUALIFICATIONS:

• Providing administrative support in a professional office environment, preferably experience supporting finance, accounting, budgeting, procurement, or other financial operations.
• Experience with accounts payable and/or accounts receivable processes, including reviewing financial documentation and maintaining accurate records.
• Work with financial records, general ledgers, journal entries, reconciliations, revenues, expenditures, or similar accounting functions.
• Support of procurement activities, including procurement card transactions, documentation, and reconciliation
• Use of Microsoft Office applications, particularly Microsoft Excel, and financial management, procurement, or enterprise resource planning (ERP) systems.
• Work with confidential or sensitive financial information and maintaining accurate and organized records.
• Providing customer service and communicating financial or administrative information to employees, vendors, citizens, and other stakeholders.
• Demonstrated ability to organize and prioritize multiple assignments, meet established deadlines, and respond effectively to changing priorities and urgent matters.
• Ability to interpret and explain policies, procedures, and financial requirements and work collaboratively with staff across organizational lines.
• Strong analytical, organizational, oral, and written communication skills.
• Work in a public-sector or regulated environment and applying policies, procedures, and compliance requirements is desirable.

PHYSICAL REQUIREMENTS:

Job is generally sedentary in nature; however, visual acuity is required to read data on computer monitor and read financial documents. Incumbent must be able to use PC, printers, calculator and telephone. Ability to communicate with others. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include 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.

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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 related 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

How many years of full-time equivalent experience do you have providing general administrative support; OR providing administrative support in the assigned functional areas of general financial administration, procurement, financial reporting and reconciliation, and/or auditing?

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

04

How many years of full-time equivalent experience do you have providing administrative or operational support in a finance, accounting, budgeting, procurement, or related financial environment?

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

05

How many years of full-time equivalent experience do you have with accounts payable and/or accounts receivable processes, including related documentation and recordkeeping requirements?

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

06

How many years of full-time equivalent experience do you have using financial management, accounting, procurement, enterprise resource planning (ERP), or other business systems?

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

07

How many years of full-time equivalent experience do you have administering or supporting procurement activities, including procurement card transactions, documentation, transaction review, and/or reconciliation?

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

08

How many years of full-time equivalent experience do you have working with a general ledger, preparing journal entries, or supporting the recording and monitoring of revenues and expenditures?

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

09

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 to less than four years
• Four to less than five years
• Five or more years

10

How many years of full-time equivalent experience do you have working in a government, public-sector, regulated, or similarly compliance-focused environment?

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

11

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)
• None of the above

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