Customer Service Representative (Administrative Assistant III)

Posting number: 26-01251

Department: Family Services

Job classification: ADMIN ASST III

Posting type: Open

Categories: Administrative Assistant

Summary

The Department of Family Services (DFS) offers a wide range of community programs and services for Fairfax County residents designed to promote self-sufficiency, to protect the vulnerable, and to provide community education. These positions supports the Public Assistance and Employment Services Division, acting as an integral part of the agency Call Center team, and are staffed by people who enjoy interacting with the public, handling challenging situations and working in a fast-paced environment. 

This announcement may be used to fill multiple positions.

• Serves as a member of the team that is the first point of telephone contact with the public for DFS;
• Assists callers by providing general information, assesses the reason for their call and routes them to the appropriate services within DFS or the community;
• Provides consistent, accurate and timely information in a courteous, friendly manner;
• Navigates through a variety of computer applications for the purpose of screening and tracking customer activities; and
• Develops and maintains effective working relationships with agency and county staff.

Notes: 

• The assigned functional areas of this position are Customer Service and General Office Administration.
• This announcement will be used to fill a position in the Depts. Fairfax office located in the Pennino building but it may be used to fill additional vacancies that may occur in the future.

Examples of 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;
Compil