Administrative Coordinator

IntroductionThe 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 RoleThis 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 theAssistant 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 RequirementsHigh 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.Special RequirementsNone.Work ScheduleMONDAY-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 HourlyWe Also Offer Great Benefits IncludingRetirement from the Virginia Retirement System (VRS)401a and 457 retirement savings and investment plans Paid Annual LeavePaid Personal Leave Paid Sick LeavePaid HolidaysOptional Group Medical and Dental Health Plans Optional Group Life InsuranceAn Employee Assistance Program (EAP) Career Development OpportunitiesFull time positions with Prince William County Government qualify for Public Service Loan Forgiveness. Click here PSLF for additional information.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 descriptionPrince 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 employeesClick on the link below to explore our plans and rates.Prince William County Benefit Programs01By 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.02Please Quantify Your Highest Level Of EducationAssociates degree or higherHigh School diploma or G.E.D.None of the above03This 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 experience1-2 years of experienceLess than 1 year of experienceNo experience04Please indicate which area(s) of personnel management you have experience in. Select all that apply:Scheduling, Directing, and Evaluating the Work of OthersInterviewing/Hiring staffProviding Employee TrainingCompleting and Reviewing Performance EvaluationsNo supervisory experience05Please 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 experience3 years of experience1-2 years of experienceNo experience06Please select the MS Office Suite programs in which you are proficient. Check all that apply.WordExcelOutlookPowerPointNone07Please Quantify Your Experience Processing Payroll4 or more years3 years1-2 yearNo experience08Do you have experience using a work order system in an automotive environment?YesNo09Customer Service Is a Vital Component Of Our Operation. Identify The Area(s) In Which You Have Experience. Select All That ApplyProactively finding solutions to long-standing customer issuesCollaborating on suggestions for repairs and/or improvementsProviding updates on work order statusResponding to customer concerns via email or phoneNo experience10As An Employee Within a Local County Government Entity, You May Have Interactions With Elected And Appointed Government Officials. Please Indicate Your Experience In This AreaI have had frequent interaction with elected and/or appointed officials in a professional capacityI have had limited interaction with elected and/or appointed officials in a professional capacityI have never worked with and/or for elected or appointed officials in a professional capacity11This 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?YesNo12Please quantify your experience with Accounts Payable and Receivables.5 or more years4 years1-3 yearsNo experience Required Question