Financial Services Assistant (Administrative Assistant IV)

Performs a variety of financial and accounting functions that require solid knowledge of procurement and accounting principles, procedures and regulations. Assures all procurement requests comply with the county and Fairfax County Public Library (FCPL) established procedures. As a FCPL Financial Services Assistant, provides a high-level of customer service to the library's 23 branches, technical operations, programming, and administration services. Manages the daily supply process including procurement card (pcard) purchasing and creating purchase orders based on requests of branches, programming, and administrative staff for goods and services. Processes invoices in a timely manner in order for the county/FCPL to receive discounts, maintains accurate and up to date files in electronic formats, researches and responds to inquiries from vendors, county agencies and staff concerning orders, purchases or other financial accounting and procurement matters. As pcard custodian, performs weekly reconciliation. Performs daily revenue reconciliation and recordation of variances using Enterprise Resources Planning (ERP) Fairfax County Unified System (FOCUS) SAP, Payment Insider and Fusebox portals, Comprise application. Performs review of incoming checks and depositing in CashPro, and other functions. Completes assigned projects, develops and prepares analytical and statistical reports using ERP-FOCUS system, FCPL FiRM- Supply Order System, and spreadsheets.

Uses existing spreadsheets and databases to interpret and organize resource information, recommends changes to work unit administrative procedures and methods to streamline the processes such as suggested process adjustments for scanning into FCPL Archive, maintaining pcard logs, maintaining revenue tracking spreadsheets, etc. Enters data into corporate accounting systems and reconciles a wide variety of accounts, such as entering in FOCUS shopping carts/purchase orders (POs), journal entries (JEs), invoice payments, in CashPro checks depositing, weekly pcard reconciliation, and daily revenue reconciliation. Performs other duties as may be assigned to further the goals and objectives of the FCPL.

Note: The assigned functional areas for this position include general administration, finance, accounting, and/or customer service.

This job announcement will be used to fill multiple current vacancies and may be used to fill future vacancies.

The starting hourly rate for the position will be within the minimum to midpoint range ($23.8411 - $31.7881) and will NOT exceed the midpoint rate of the advertised compensation range. Compensation rules apply per Fairfax County personnel regulations for current Fairfax County Government and Fairfax County Public Schools employees.

Schedule: Scheduling flexibility is imperative. Occasional overtime may be required. The schedule may vary depending on the needs of the library.

To learn more about a career with Fairfax County Public Library, watch our video "Library Staff Share Why They Love Working at the Library".

(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
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information.

Accounting
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable.

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).

(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.

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

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) 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:

• Experience performing advanced financial functions such as procurement, reconciliation, accounts payable/receivable, and/or journal entries.
• Familiarity with Fairfax County's FOCUS SAP or similar Enterprise Resource Planning (ERP) systems.
• Experience preparing and reconciling complex financial records and reports.
• Strong technical proficiency in Microsoft Excel, Outlook, Word and other data management tools.
• Experience prioritizing and completing multiple assignments simultaneously in a deadline-driven environment.
• Experience working independently and as part of a team.

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature, however ability to walk, stand, sit, climb stairs, reach, and bend are required. Ability to lift up to 25 lbs. Ability to use hands to grasp, handle, and feel. Ability to communicate with others verbally and in writing. Must be able to operate keyboard driven equipment. Visual acuity is required to read and input data on PC. 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.

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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