Records Assistant (Administrative Assistant II)

The police department is seeking a detailed-oriented Administrative Assistant to provide confidential and sensitive administrative duties to a wide-array of customers to include the general public, citizens, attorneys, federal agents, law enforcement officers and other government agencies in the Retrieval and Dissemination Section of the Central Records Division. The appointee will be assigned to the information window and must have the ability to multitask, work in a fast-paced environment and provide accurate information in a timely manner. The main responsibilities will be researching and providing dissemination of criminal records, criminal and service reports, processing mail-in request, processing sex offender registration, fingerprinting customers and accepting and processing payments for services rendered. Additionally, the responsibilities include responding to customer inquiries, redacting records and retrieving information from multiple database systems, the Records Management System (RMS), the Computer-Aided Dispatch (CAD) system and from the Virginia State Police system. Must have strong communication and customer service skills, the ability to work in a team environment and independently with minimum supervision. Performs additional duties and responsibilities as required by the managers and supervisors.

The assigned functional area of this position is: Records Management.

(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.

Communication

• Produces and electronically distributes simple documents (e.g., flyers).

• Maintains a system for tracking the progress of work;

• Performs alpha and/or numeric filing;

• Refers calls;
• Greet visitors;
• Gives standard information in response to phone or in-person inquiries;

• Keys/types form letters, labels, simple documents and correspondence;
• Proofs spelling.

• Performs data entry into multiple screens.

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

• Knowledge of a variety of standard office procedures;
• Knowledge of specific unit terminology;
• Knowledge of work done in related departments.

• Ability to read and comprehend relevant documents.

• Ability to process and integrate simple data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Basic skills in the use of Microsoft Word.

• Basic skills in the use of applicable Microsoft software.

MIMIMUM 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 one year of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:
Detailed-oriented, organized and experienced with databases and Record Management Systems (RMS).

CERTIFICATES AND LICENSES REQUIRED:
Valid driver's license.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, credit check, driver's license check and public safety background check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Must have the ability to move, lift and carry a minimum of 15 pounds. Must have the ability to sit and stand for long periods of time. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

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 status as a veteran 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.