Human Resources Assistant (administrative Assistant Iii)

Location
Fairfax, Virginia
Salary
$41,253.89 - $68,755.86 Annually
Posted
Sep 17, 2022
Closes
Sep 24, 2022
Ref
22-02521
Hours
Full Time
Job Announcement

Provides administrative support for Fairfax County Public Library (FCPL) human resources programs. This position works un der the supervision of the Library Recruitment Coordinator; specific duties include:

  • Provides routine human resource information and guidance to managers and employees on HR policies, regulations, and procedures.
  • Processes bi-weekly payroll in accordance with policies and procedures to ensure payroll errors are cleared and all employees are paid properly.
  • Maintains FCPL organizational charts.
  • Primary scanner for HR/Payroll documentation to Department of Human Resources.
  • Assists with the recruitment process for FCPL.
  • May schedule and conduct new hire onboarding appointments.
  • Tracks, updates, and maintains associated HR and payroll records.
  • Prepares system and ad hoc reports.
  • Meets Department of Human Resources (DHR) deadlines.
  • Provides HR assistance to agency employees, in groups and individually.
  • Answers questions from employees and supervisors relating to recruitment, positions, performance evaluations, benefits, and other HR subjects and redirects complex inquiries as appropriate.
  • Assists, prepares, and conducts departmental HR-related training.
  • Participates in strategic planning initiatives and career fair activities.
  • Serves as liaison to DHR-Payroll.
  • Serves as back-up to the HR Administrative Assistant IV as needed.
  • May process personnel and organizational management actions in the human resources information system (FOCUS HCM), security provisioning for ID badges and proxy cards, and manual pay adjustments.
  • Assists with departmental award programs.
  • Ensures confidentiality of all personnel records.
  • Performs other duties as may be assigned to further the goals and objectives of the FCPL.

Note: The assigned functional areas of the position are general administrative support and human resources.

Hourly Rate: The selected applicant's hourly rate offer will not exceed the midpoint range ($26.4443) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

To learn more about a career with Fairfax County Public Library, watch our video " Library Staff Share Why They Love Working at the Library "

Illustrative Duties

(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.)

Office Management
  • Provides administrative support and implements procedures;
Receptionist/Public Contact
  • Schedule appointments;
  • Explains departmental policy/procedure but does not interpret them;
  • Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.
  • Word Processing/Typing
  • Keys/types complex documents (e.g., technical);
  • Proofs spelling and grammar;
  • Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
  • Compiles reports from edited drafts;
  • Uses macros and templates developed by others.
Information Systems/Software
  • Performs data entry with some knowledge of department/work unit/program;
  • Manipulates screens for additional entries;
  • Generates routine reports;
  • Creates simple spreadsheets;
  • Maintains databases.
Reports
  • Compiles routine factual/numerical reports using readily available information.
Payroll
  • Processes pay adjustments;
  • Transmits on-line T&As;
  • Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
  • Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
  • Trains new employees on how to do on-line time.
Personnel
  • Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
  • Provides basic new employee benefits information;
  • Explains routine personnel policies and procedures;
  • Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
  • Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).


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 of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing
  • Basic skills in the use of Microsoft Word.
Math Skills
  • Basic math skills.
PC Skills
  • Basic skills in the use of applicable Microsoft Office Suite software.
Communication
  • Ability to write simple documents.
Information Abilities
  • Ability to process and integrate complex data.
Interpersonal Abilities
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
Personnel and Payroll
  • Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Notary Public for the State of Virginia required within 30 days of appointment.

PREFERRED QUALIFICATIONS:
  • Ability to use tact and discretion while interacting with individuals at all levels within an organization and maintain confidentiality when handling information and communications.
  • Experience serving as initial point of contact with frontline supervisors/managers.
  • Excellent customer service skills.
  • Knowledge of Federal and State labor laws.
  • Demonstrated experience navigating and implementing complex human resources and payroll related policies and procedures.
  • Demonstrated experience in payroll processing.
  • Experience using HRIS for executing personnel/position control/payroll actions and analyzing reports.
  • Intermediate level proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; proficiency with Microsoft Visio, a plus.

NECESSARY SPECIAL REQUIREMENTS:
  • All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs will still be subject to the weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.
  • The appointee to the position must satisfactorily complete a criminal background check.
  • Ability to travel to other sites to attend meetings, trainings, career fairs.
  • Occasional overtime may be required.

PHYSICAL REQUIREMENTS:
Ability to lift up to 15 pounds. Work is generally sedentary; however, employee may be required to walk, stand bend. Ability to input, access, and retrieve information from a computer. Ability to follow oral and written instructions. Visual acuity to read data on computer monitor. Ability to type on a keyboard. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel interview and may include apractical exercise.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home ( Spanish, Asian/Pacific Islander, Indo-European, and others ) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

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 military status 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.

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