Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$45,204.64 - $75,341.14 Annually
Posted
Jan 14, 2023
Closes
Jan 28, 2023
Ref
22-02941
Function
Administrative
Hours
Full Time
Job Announcement

This job opportunity is being re-announced. Applicants who previously applied for this job do not need to re-apply.

Serves as a human resources assistant for the Circuit Court. Specific duties include the following:

  • Monitors and reconciles payroll to ensure that employees are paid timely and accurately.
  • Researches and resolves payroll issues.
  • Processes payroll actions (appointments, transfers, promotions, data changes, separations, etc.) in the automated payroll system.
  • Runs reports to monitor payroll transactions.
  • Develops and maintains basic databases and spreadsheets to track personnel information.
  • Tracks/monitors the completion of performance evaluations.
  • Processes employment verifications and submits criminal background checks.
  • Works with the HR manager to requisition vacant positions, schedule interviews and testing, prepare interview packets, and complete the hiring process.
  • Orients new employees and makes sure all required employment paperwork is complete and accurate.
  • Provides information, guidance, direction and assistance in written and verbal form to employees and outside contacts regarding HR policies and procedures.
  • Maintains personnel files.
  • Works on special projects as assigned.
  • Conduct an exit process with separating employees, including completing "Employee Clearance Record Checklists".
  • Process terminations and transfers in FOCUS in a timely manner.

Note: The assigned functional areas are general administrative support, human resources, personnel and payroll processing, and customer service.

Salary: The selected applicant's starting hourly rate will be in the minimum to midpoint range ($21.7330 to $28.9775) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

Schedule:
Due to the facility's operations requiring customer-facing duties, this position requires physical presence at the worksite during scheduled work hours.

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.)

Scheduling & Coordinating for others
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., purchasing, travel, and leave).

Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Manages a small work unit;
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
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;
May supervise general administrative functions.

Receptionist/Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.

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;
Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
Advises supervisor and provides information regarding HR policies and procedures.
Prepares diversity report.

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.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

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 the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to") 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).

NECESSARY SPECIAL REQUIREMENTS:
  • The appointee to the position will be required to complete a criminal background check and Child Protective Services Registry check to the satisfaction of the employer.
  • All newly hired employees will complete an attestation online related to their vaccination status against COVID-19 or a medical or religious exemption (forms provided by the agency) on their first date of employment or shortly thereafter. Employees who are not vaccinated, including persons with a medical or religious exemption, may be subject to a weekly testing requirement.
PREFERRED QUALIFICATIONS:
  • Strong working knowledge of the county's Human Resources Information System (FOCUS/HCM and PEAQ) and familiarity with functional areas of the Department of Human Resources.
  • Two or more years of experience processing time records for an agency whose employees work varying schedules; processing pay/leave adjustments; performing a variety of Personnel Actions Requests; downloading and manipulating reports and onboarding new employees.
  • Experience with the Employee Learning Center (ELC), registering staff for required trainings and running audit reports.
  • Demonstrated proficiency in MS Office Suite (Word, Excel, and Outlook).
  • Strong written and oral communication skills.
  • Ability to establish and maintain effective working relationships with external and internal customers.
  • Ability to multitask in a fast-paced working environment.

PHYSICAL REQUIREMENTS:
This position is mainly sedentary. Ability to lift less than 15 pounds. Ability to assimilate written and verbal instructions and to work independently. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a written 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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