Job Announcement

Works as part of the Human Resources team. Manages and coordinates the multi-step screening/hiring process for our Public Safety Communications entry level positions as well as other agency career opportunities. Handles the recruitment process from job posting to onboarding. This includes presentations to large groups of applicants and administering tests and being a part of interviews. Acts as primary point of contact for recruitment processes and new hire orientation. Assists outreach coordinator with job fairs and community outreach activities. Works as part of the overall DPSC HR team providing backup to payroll contact. Assists employees with time entry, leave and payroll questions. Maintains HR data in FOCUS and manages recruitment systems and other related agency databases. Provides administrative support to the DPSC senior management and division head section managers.

The assigned functional areas are Human Resources, Recruitment, Payroll and General office Administration.

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.)

General Financial Duties
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Fiscal Administration
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.

Accounting
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Scheduling & Coordinating for others
Manages supervisor's calendar which may require negotiating time and place;
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., leave).

Office Management
Performs administrative functions (e.g., records management, reception);
Notifies relevant individuals of work progress and inquires as to its status.

General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;

Receptionist/Public Contact
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing
Develops macros;

Information Systems/Software
Develops macros;
Generates unique reports;
Creates complex spreadsheets for work unit;

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

Payroll
Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56-hour workweek, FLSA).
Researches payroll issues (e.g., overtime, leave hours).
Interprets policies & procedures.

Personnel
Initiates the full range of processing for complex personnel actions;
Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
Counsels' employees on basic benefit questions;
Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
Updates job descriptions using information obtained from employee, supervisor, evaluations, and samples;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
Advises supervisor and provides information regarding HR policies and procedures.

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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.

Math Skills
Basic math skills.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means.
Information Abilities
Ability to gather, integrate, and analyze simple data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

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

• Two or more years of public safety experience.
• Two or more years of professional experience with recruiting and community outreach.
• Two or more years of professional experience and training in human resources or office administration to include preforming personnel functions within a HRIS system (e.g., establish/abolish positions, position control forms, payroll reconciliation and reporting, etc.).
• Must have excellent customer service skills, work ethic and be well organized.
• Must have the ability to function both independently and in a team environment.
• Must be skilled in Microsoft Office applications (Excel, PowerPoint, Word, and Outlook).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

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 may be subject to a 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.

PHYSICAL REQUIREMENTS:
Ability to lift up to 30 lbs. Work requires the ability to sit, stand, escort applicants, and use keyboard for long periods of time. Must be able to lift office supplies, working files, and crouch to service office machines. Ability to work a flexible schedule which may include days, nights weekends and holidays. Ability to travel to various locations in the Northern Virginia Region, attend meeting, trainings, and conferences. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include 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.