Administrative Assistant

The Loudoun County Sheriff's Office is seeking qualified applicants for a full-time Administrative Assistant position located within the Administrative and Technical Services Division, Training Section at the Loudoun County Sheriff's Office Training Center.
Major job duties include but are not limited to: Reconciles accounts against purchase orders. Contacts vendors to ensure purchase orders have been processed. Responds to inquiries from vendors. Coordinates Meetings Prepares Requisitions for office supplies, equipment and services. Provides courteous and timely customer service to County staff, vendors, citizens and other visitors. Refers customers to appropriate staff. Answers and evaluates all incoming calls to determine what services are needed. Performs administrative duties for special programs as assigned; maintains and tracks data using spreadsheets and/or databases; maintains statistics and documents; provides administrative support for Department individuals or teams; records information; generates notices; and maintains records. Provides customer service via phone, in-person, or via email; greets visitors; responds to requests for files and information; may respond to FOIA requests; provides assistance with forms, submissions, and procedures; and responds to customer service inquiries related to assigned specialty in Department. Monitors copiers, scanners, printers, and fax machines used in Department and assures all equipment is operational; arranges for regular service and/or repairs; places facility work orders for the Department. Enters, updates, and retrieves information from databases, files, and systems relevant to Department; researches and eliminates database errors from assigned databases; may create data-related reports; and organizes and tracks files in and out of the file room. Manages booking and operations of the conference room; maintains appearance of conference room, supplies and equipment; coordinates meetings, presentations, catering, and some events; develops agendas; prepares meeting packets; records meetings and prepares minutes, maintains meeting records; and posts, when appropriate, to the public records/documents on the County website. Assists with ordering and purchasing activities; verifies requests against County contracts and funding sources; orders office supplies and equipment; processes purchase orders as goods are received; requests payment of invoices for services; reconciles accounts against purchase orders; contacts vendors to ensure purchase orders have been processed; responds to inquiries from vendors; and tracks fiscal expenditures. Reconciles daily receipts or accounts receivable/payable. Enters receivable and payable documents and credit card payments in Oracle in accordance with the County Procurement Department's policies and procedures. Accounts for cash transactions; provides accounting of cash transmittals and deposits to the Treasurer's office; maintains accounting of cash drawer; oversees accounting of returned checks; and audits financial system transactions.
Hiring salary will be commensurate with experience.
High School diploma or equivalent; three (3) years of related clerical/administrative work experience with computer automated systems and office applications experience; or equivalent combination of education and experience. Must have a valid driver's license and good driving record. Successful candidate must hold a Notary Public Commission or must obtain within 30 days of hire. Must be a US Citizen or current legal resident of the United States for 10 consecutive years. Successful candidate must pass a VCIN/NCIC written examination and become VCIN/NCIC certified within one year of employment.
Selection process includes review of the Applicant Screening Questionnaire and County employment application, in-person interview(s), and an intensive background investigation to include fingerprinting, credit check, driving record, and polygraph examination.