Administrative Assistant III

Salary $45,255\.39 \- $75,424\.96 Annually LocationADULT DETENTION CENTER, 10520 JUDICIAL DR, FAIRFAX (FJ23\), VA Job Type FT Hourly W BN Job Number 26\-00883 Department Sheriff Opening Date 06/20/2026 Closing Date 6/26/2026 11:59 PM Eastern Pay Grade S15 Posting Type Open to General Public Job Announcement -------------------- This position composes routine correspondence on behalf of Confinement Division Command and provides administrative support while implementing established procedures. Processes and integrates complex data, compiles reports from edited drafts, and proofreads documents for accuracy in spelling and grammar. Creates and maintains the bondsman list, processes captain’s letters, and manages confidential information with discretion. Distributes incoming correspondence to appropriate personnel and maintains calendars, including the Annual Squad Calendar, as well as scheduling Adult Detention Center (ADC) conference and roll call rooms for classes and meetings. Accesses and schedules SMART Communication video calls and coordinates Microsoft Teams calls between inmates and external partners, including the parole board, psychiatrists, and Child and Family Services. Maintains ADC administrative supplies and materials, submits requests as needed, retrieves mail for processing by the county mail representative, and receives USPS mail and deliveries. This position also submits work orders to address facility malfunctions and outages. Note: The assigned functional areas of this position are general administration, data and records management, and/or customer service. This is not a telework\-eligible position; incumbent will be required to report on\-site. 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 routine Human 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 the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to") High school graduation and two 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 polygraph exam to the satisfaction of the employer. PREFERRED QUALIFICATIONS: One year of current or recent experience in customer service field. Experience in scheduling meetings via technology such as Zoom or Microsoft Teams. Demonstrates clear, concise, and professional oral and written communications skills. Excellent organizational and interpersonal skills. Experience and proficiency in using Microsoft Word, Outlook, and Excel computer software applications; and the willingness to learn new applications and systems as needed. Ability to be flexible, multi\-task, prioritize, and manage multiple activities simultaneously in a face\-paced, changing environment. Strong analytical, problem\-solving, and decision\-making capabilities. Works well in a collaborative, team environment, as well as possesses the ability to take initiative and work well independently. * Past or present work experience with local government, public safety, or a law enforcement agency. PHYSICAL REQUIREMENTS: Duties are primarily sedentary and performed in a normal office environment. Must be able to enter data into a computer and retrieve it. 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. \#LI\-KA1