Administrative Assistant III

Overview

Under general supervision, this position provides advanced administrative and office support to senior-level managers, supervisors, and staff within the Solid Waste Management Program (SWMP) at Newington and the I-95 Landfill Complex. The position focuses on handling essential administrative functions, including drafting routine correspondence, proofreading documents for accuracy, organizing information into spreadsheets and databases, and creating reports and presentations. It requires performing financial and accounting duties, assisting with human resource and payroll processes, and ensuring exceptional customer service to staff, customers, and stakeholders.

Responsibilities include maintaining staff calendars, scheduling rooms for meetings and training, managing appointments and supporting emergency response systems. This role also involves working with various software packages to produce and manage forms, databases, and tracking systems for operational efficiency. It provides back‑up administrative IV, supervises others when required, and occasionally conducts field‑based data collection to meet operational needs.

The Administrative Assistant III is responsible for resolving customer inquiries or complaints with professionalism, identifying root causes, and implementing solutions to meet resolution standards effectively. Additionally, it supports financial functions, such as reconciling accounts, processing invoices, and ensuring adherence to procurement policies and procedures. Human resource duties include payroll time entry in FOCUS, verifying completeness and accuracy, explaining basic payroll and benefits information to employees, and training staff on time entry procedures.

A commitment to detail, organizational excellence, communication, and safety is essential in fulfilling this position's duties. Flexibility, professionalism, and technical proficiency are key to ensuring smooth daily operations across multiple sites.

DPWES is a diverse, nationally accredited and award‑winning public works agency with approximately 1,000 employees providing solid waste, capital facility development, wastewater, stormwater, urban forestry, and land acquisition management services for the most populous county in Virginia. Join our team to help us protect the environment and serve the people of Fairfax County by creating and preserving a sustainable community that is an ideal place to live, work, and play for everyone.

Fairfax County Government is committed to our employees, and offers comprehensive benefits, including a defined‑benefit retirement plan; medical, life and disability insurance; paid leave; tuition reimbursement; and reasonable accommodations for individuals with disabilities. Through our Live Well Program and the county Benefits Division, we endeavor to cultivate a culture of wellbeing that empowers, educates and engages employees and retirees to make life‑long choices that promote a holistic approach to their physical, mental, emotional, social, spiritual and financial wellness.

• Benefits
• Retirement

Note:

The assigned functional areas for this position include general administrative assistance, human resources, accounting, payroll and/or customer service. (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.)

• 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.

• Sets up accounts through corporate systems;
• Reconciles ledgers;
• Prepares status reports;
• Gathers data for use by others in preparing budget;
• Prepares transfer vouchers and…