Administrative Assistant-Criminal Investigation Division

Loudoun County Government has been named one of Forbes' 2025 Best Large Employers! We're proud to be recognized nationally for our commitment to employee satisfaction and excellence in public service. At Loudoun County, we bring together talented professionals from all backgrounds to make a meaningful impact in a dynamic, growing community - that's The Loudoun Difference .

Welcome and thank you for your interest in employment with Loudoun County Government!

ALL SECTIONS OF THE APPLICATION MUST BE COMPLETED IN ITS ENTIRETY. THE RESUME IS CONSIDERED SUPPLEMENTAL INFORMATION ONLY. APPLICATIONS THAT ARE INCOMPLETE OR INDICATE 'SEE RESUME' WILL NOT BE TAKEN INTO CONSIDERATION.

Introduction

The Loudoun County Sheriff's Office is seeking a professional, dedicated candidate for a full-time Administrative Assistant position to work 37.5 hours per week.

Job Summary

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.
• 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. Transfers callers to the appropriate individual for assistance.
• 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 Treasurers office; maintains accounting of cash drawer; oversees accounting of returned checks; and audits financial system transactions.
• Knowledge of business English, proofreading, spelling, and mathematics.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to handle customer relations with tact and diplomacy.
• Ability to establish and maintain effective relationships with employees, other departments / agencies, vendors, County and / or Court officials, and the public.
• Ability to interpret and apply policies and procedures.
• Ability to manage time, make deadlines, and expeditiously perform multiple tasks.

Hiring salary is commensurate with experience.

Minimum Qualifications

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.

Job Contingencies and Special Requirements

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.