Human Resources Assistant (administrative Assistant Iv)

Job Announcement

Under the supervision of the Library Recruitment Coordinator, provides administrative support for Fairfax County Public Library (FCPL) human resources programs. Provides routine human resource information and guidance to managers and employees on HR policies, regulations, and procedures. Assists with the recruitment process for FCPL to include initiating job requisitions, scheduling interviews, greeting candidates, proctoring examinations. Schedules and conducts new hire onboarding appointments. Processes personnel and position control actions in the human resources information system (FOCUS HCM), security provisioning for ID badges and proxy cards, and manual pay adjustments. 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 preparing and conducting departmental HR-related training. Participates in strategic planning initiatives and career fair activities. Serves as agency liaison to DHR-Payroll and DHR-Employment. Assists with departmental award programs. Serves as back-up for out-processing, workforce planning and bi-weekly payroll processing functions. 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 area of this position is general administrative support and human resources.

Note: This job advertisement may be used to fill future vacancies. Current vacancy is at the following location:

• Library Administration, 12000 Government Center Parkway, Suite 324 Fairfax, VA 22035.

Schedule: This is a full-time, 40 hour per week position. Occasional overtime may be required.

Salary: The selected applicant's starting annual salary will be in the minimum to midpoint range ($45,204.64 to $60,273.20) 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.)

Scheduling & Coordinating for others

• Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;

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

• 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

• 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.

Information Systems/Software

• Generates unique reports;
• Creates complex spreadsheets for work unit;
• Diagnoses and resolves simple software/hardware problems;
• Maintains Web pages;

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.

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 high school graduation and three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Virginia Notary Public Commission within 30 days of hire.

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

PREFERRED QUALIFICATIONS:

• Knowledge of Federal and State labor laws;
• Knowledge of Fairfax County Personnel Regulations and Procedures, a plus;
• Experience using FOCUS HCM, JDMS, NEOGOV (OHC and Perform) and PEAQ, or similar human resources-related systems;
• Intermediate level proficiency in Outlook, Word, Excel, and PowerPoint.

PHYSICAL REQUIREMENTS:
Physical requirements are applicable to all duties. Ability to follow oral and written instructions. Ability to access, input and retrieve information from a computer. Visual acuity to read data on computer monitor. Ability to travel to other sites to attend meetings, trainings, career fairs. Work is generally sedentary; however employee may be required to walk, stand, bend. Ability to verbally communicate with others and make presentations. Ability to lift up to 15 pounds in weight. Must be able to type on a keyboard. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical and/or 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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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