What are the responsibilities and job description for the Administrative Coordinator position at Prince William County?
Introduction
The purpose of the Prince William County Department of Facilities & Fleet Management (FFM) is to sustain the foundation of local democracy. To fulfill this purpose, the department strives to hire a diverse, highly trained, highly skilled, and engaged workforce. We are seeking a highly skilled administrative professional who enjoys working in a fast-paced automotive environment. Do you have strong attention to detail and exceptional organizational skills?
Are you able to maintain confidentiality, effectively multitask, solve problems independently, and thrive in a team environment? If so, this may be the career for you!
Join Prince William County in the Facilities and Fleet Management Department as the Administrative Coordinator. The Fleet Management Division is a dynamic operation made up of passionate and skilled employees.
About This Role
This position reports to the Assistant Director of Fleet Management and will be responsible for actively managing the division’s administrative duties. Key responsibilities include reviewing payroll and reconciliation submissions, performing notary services on behalf of the County, and assisting the
Assistant Director with the division’s portion of the accreditation process, as well as other duties as assigned.
In addition, this position will respond to emails; assist with recruitment paperwork; coordinate onboarding and offboarding for the division; and review correspondence and other documents for accuracy, grammar, and punctuation. Responsibilities also include managing the bi-weekly payroll process for Fleet, ordering supplies, managing unit inventory, supporting recruitment and interview processes for vacant positions, presenting and documenting staff training, and providing administrative support to the Assistant Director and other staff as needed.
This position will also serve as a backup to the Front Desk counter and will be expected to provide customer service to internal County customers, both in person and via phone, regarding County vehicles. The role will utilize the AssetWorks work order system to input, search, and research information. This position is not eligible for telework.
Minimum Requirements
High school diploma or G.E.D. and 3 years of related clerical/administrative support experience in an automotive or similar environment.
Preferences
None.
Work Schedule
MONDAY-FRIDAY; 37.5 HOURS A WEEK TO BE WORKED BETWEEN THE HOURS OF 7:00 AM AND 3 PM. THIS POSITION IS NOT ELIGIBLE FOR TELEWORK.
Hiring Salary Range
$28.32 - $39.25 Hourly
We Also Offer Great Benefits Including
NOTE: The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. To view the class description in its entirety, Click here for the class description
Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.SEE YOURSELF HERE!
Prince William County Government offers medical plans with corresponding pharmacy and basic vision coverage, as well as dental plans and a separate vision plan.
Full-time and part-time Prince William County Government employees are eligible to participate in our plans; however, the level and cost of benefits depends on the classification of the position.
The following positions do not accrue leave and are not eligible for holidays or other fringe benefits:
Prince William County Benefit Programs
01
By submitting this application, I understand the following: 1). Only the information provided on my application is used to determine my qualifications; 2). My resume will not substitute for the education, work experience and required fields on the County application; 3). Only responses to Supplemental Questions that can be verified in my submitted education and work experience will be credited and 4). If selected, my employment dates will be verified back three (3) years (if applicable), with a required reference from my current or most recent employer.
Please Quantify Your Highest Level Of Education
This position requires at least 3 years of clerical/administrative support experience in an automotive or similar environment. Please quantify your years of experience in this area.
Please indicate which area(s) of personnel management you have experience in. Select all that apply:
Please quantify your experience with general administrative tasks such as proofreading documents for accuracy, grammar, and maintaining confidential information such as personnel files and payroll records.
Please select the MS Office Suite programs in which you are proficient. Check all that apply.
Please Quantify Your Experience Processing Payroll
Do you have experience using a work order system in an automotive environment?
Customer Service Is a Vital Component Of Our Operation. Identify The Area(s) In Which You Have Experience. Select All That Apply
As An Employee Within a Local County Government Entity, You May Have Interactions With Elected And Appointed Government Officials. Please Indicate Your Experience In This Area
This position is expected to perform notary services on behalf of the County for the Fleet Management Division. Do you currently have a VA Notary Certification?
Please quantify your experience with Accounts Payable and Receivables.
The purpose of the Prince William County Department of Facilities & Fleet Management (FFM) is to sustain the foundation of local democracy. To fulfill this purpose, the department strives to hire a diverse, highly trained, highly skilled, and engaged workforce. We are seeking a highly skilled administrative professional who enjoys working in a fast-paced automotive environment. Do you have strong attention to detail and exceptional organizational skills?
Are you able to maintain confidentiality, effectively multitask, solve problems independently, and thrive in a team environment? If so, this may be the career for you!
Join Prince William County in the Facilities and Fleet Management Department as the Administrative Coordinator. The Fleet Management Division is a dynamic operation made up of passionate and skilled employees.
About This Role
This position reports to the Assistant Director of Fleet Management and will be responsible for actively managing the division’s administrative duties. Key responsibilities include reviewing payroll and reconciliation submissions, performing notary services on behalf of the County, and assisting the
Assistant Director with the division’s portion of the accreditation process, as well as other duties as assigned.
In addition, this position will respond to emails; assist with recruitment paperwork; coordinate onboarding and offboarding for the division; and review correspondence and other documents for accuracy, grammar, and punctuation. Responsibilities also include managing the bi-weekly payroll process for Fleet, ordering supplies, managing unit inventory, supporting recruitment and interview processes for vacant positions, presenting and documenting staff training, and providing administrative support to the Assistant Director and other staff as needed.
This position will also serve as a backup to the Front Desk counter and will be expected to provide customer service to internal County customers, both in person and via phone, regarding County vehicles. The role will utilize the AssetWorks work order system to input, search, and research information. This position is not eligible for telework.
Minimum Requirements
High school diploma or G.E.D. and 3 years of related clerical/administrative support experience in an automotive or similar environment.
Preferences
- FOUR OR MORE YEARS OF EXPERIENCE PROCESSING PAYROLL.
- FOUR OR MORE YEARS OF EXPERIENCE SUPERVISING STAFF.
- NOTARY PUBLIC CERTIFICATION OR THE ABILITY TO OBTAIN CERTIFICATION.
- FOUR OR MORE YEARS OF EXPERIENCE SUPPORTING A DIVISION OR DEPARTMENT WITH A WIDE RANGE OF ADMINISTRATIVE FUNCTIONS.
- EXPERIENCE USING A WORK ORDER SYSTEM SUCH AS ASSETWORKS.
- EXPERIENCE PROVIDING CUSTOMER SERVICE AND ADMINISTRATIVE FUNCTIONS IN AN AUTOMOTIVE OR SIMILAR ENVIRONMENT.
None.
Work Schedule
MONDAY-FRIDAY; 37.5 HOURS A WEEK TO BE WORKED BETWEEN THE HOURS OF 7:00 AM AND 3 PM. THIS POSITION IS NOT ELIGIBLE FOR TELEWORK.
Hiring Salary Range
$28.32 - $39.25 Hourly
We Also Offer Great Benefits Including
- Retirement from the Virginia Retirement System (VRS)
- 401a and 457 retirement savings and investment plans
- Paid Annual Leave
- Paid Personal Leave
- Paid Sick Leave
- Paid Holidays
- Optional Group Medical and Dental Health Plans
- Optional Group Life Insurance
- An Employee Assistance Program (EAP)
- Career Development Opportunities
NOTE: The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. To view the class description in its entirety, Click here for the class description
Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.SEE YOURSELF HERE!
Prince William County Government offers medical plans with corresponding pharmacy and basic vision coverage, as well as dental plans and a separate vision plan.
Full-time and part-time Prince William County Government employees are eligible to participate in our plans; however, the level and cost of benefits depends on the classification of the position.
The following positions do not accrue leave and are not eligible for holidays or other fringe benefits:
- Temporary
- Provisional
- Seasonal employees
Prince William County Benefit Programs
01
By submitting this application, I understand the following: 1). Only the information provided on my application is used to determine my qualifications; 2). My resume will not substitute for the education, work experience and required fields on the County application; 3). Only responses to Supplemental Questions that can be verified in my submitted education and work experience will be credited and 4). If selected, my employment dates will be verified back three (3) years (if applicable), with a required reference from my current or most recent employer.
- Yes, I acknowledge and understand the above statement and wish to continue in this process.
- No, I do not wish to proceed any further in this process.
Please Quantify Your Highest Level Of Education
- Associates degree or higher
- High School diploma or G.E.D.
- None of the above
This position requires at least 3 years of clerical/administrative support experience in an automotive or similar environment. Please quantify your years of experience in this area.
- 3 or more years of experience
- 1-2 years of experience
- Less than 1 year of experience
- No experience
Please indicate which area(s) of personnel management you have experience in. Select all that apply:
- Scheduling, Directing, and Evaluating the Work of Others
- Interviewing/Hiring staff
- Providing Employee Training
- Completing and Reviewing Performance Evaluations
- No supervisory experience
Please quantify your experience with general administrative tasks such as proofreading documents for accuracy, grammar, and maintaining confidential information such as personnel files and payroll records.
- 4 or more years of experience
- 3 years of experience
- 1-2 years of experience
- No experience
Please select the MS Office Suite programs in which you are proficient. Check all that apply.
- Word
- Excel
- Outlook
- PowerPoint
- None
Please Quantify Your Experience Processing Payroll
- 4 or more years
- 3 years
- 1-2 year
- No experience
Do you have experience using a work order system in an automotive environment?
- Yes
- No
Customer Service Is a Vital Component Of Our Operation. Identify The Area(s) In Which You Have Experience. Select All That Apply
- Proactively finding solutions to long-standing customer issues
- Collaborating on suggestions for repairs and/or improvements
- Providing updates on work order status
- Responding to customer concerns via email or phone
- No experience
As An Employee Within a Local County Government Entity, You May Have Interactions With Elected And Appointed Government Officials. Please Indicate Your Experience In This Area
- I have had frequent interaction with elected and/or appointed officials in a professional capacity
- I have had limited interaction with elected and/or appointed officials in a professional capacity
- I have never worked with and/or for elected or appointed officials in a professional capacity
This position is expected to perform notary services on behalf of the County for the Fleet Management Division. Do you currently have a VA Notary Certification?
- Yes
- No
Please quantify your experience with Accounts Payable and Receivables.
- 5 or more years
- 4 years
- 1-3 years
- No experience
- Required Question
Salary : $28 - $39