Professional Development Assistant

  • 09 Apr 2019 11:55 AM
    Message # 7273511

    Provides administrative support to a collaborative and productive team of professionals in the analysis, design, development, implementation, and evaluation of training programs for Fairfax-Falls Church Community Services Board (CSB).  This role will be for administrative tasks associated with the CSB's training and professional development curriculum and will serve as the administrator of EmployeeU (Meridian) and the learning management system (LMS) that houses employee training courses and records. 

    Duties include but not limited to:

    • data input and integrity ensuring accuracy and timeliness of data input/extraction
    • maintaining data integrity to include appointment scheduling/reconciliation; new client registration; financial and demographic updates; cashiering; data and database management;
    • providing complex reports utilizing consumer service/treatment data.
    • performing walk-in and telephone reception; information and referral services; building navigation; appointment scheduling/reconciliation; and new client registration.
    • opening or closing the center in the evenings when needed.
    • acting as liaison with emergency personnel related to health or safety incidents.
    • managing emergency intervention with the least disruption to other clients/visitors.
    • providing other duties as assigned may include teleconferencing support, driving, deliveries, staff equipment/software coaching/training, and any other work duty to support individuals served and staff duties.
    Functional Area:  Training, Scheduling & Coordinating, Human Resources
    Note: To learn more about careers that make a difference, watch our video "CSB: Making a Difference in Our Community"Illustrative Duties

    (The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list.)

    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.

    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.

    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.

    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.

    Compiles routine factual/numerical reports using readily available information.

    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.

    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.

    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

    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).

    The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry, and sanction screening to the satisfaction of the employer. A TB screening upon hire and annually thereafter.    

    Technical proficiencies including: Microsoft Office Suite (Outlook (Mail, Calendar and Tasks), Word, Excel, Powerpoint), Learning Management System (LMS), or other automated organizational system.      

    Ability to travel to various CSB sites to attend meetings or perform work duties; maneuver through multi-floor buildings; bend/stretch; carry up to 25lbs; ability to answer phones and use a keyboard driven equipment. Ability to communicate clearly with others. All duties performed with or without reasonable accommodations.

    Panel interview; may include exercise.

    It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.


Powered by Wild Apricot Membership Software