Payroll Assistant (Admin Asst IV) Part Time
Processes and reviews payroll related matters for over 1,700 employees in the police department. Reviews biweekly on-line time and attendance records for technical accuracy. Conducts site audit of overtime expenditures and Time & Attendance training to the department employees. Prepares special personnel action requests such as annual merit increments. Updates names, addresses, and telephone numbers to ensure information is current and complete. Provides consultation and technical assistance to agency employees and superiors on payroll issues. Uses FOCUS system to assist employees with adjusting tax deductions. Completes all payroll calculations and paperwork for transactions such as retroactive pay adjustments in accordance with the county personnel/payroll policies and procedures. Uses independent judgment to solve routine problems and refers significant problems to payroll supervisor. Updates and maintains files of personnel records, employee evaluations and payroll reports. Prepare direct payment for clothing allowance and cleaning allowances by downloading the data from FOCUS system in timely manner. Provides initial benefits orientation to new employees. Prepares and reconciles operational overtime billing transactions for the Department. Performs other duties as required. Works under the general supervision of the Payroll Section supervisor (Administrative Assistant V.)Illustrative Duties
General Financial Duties
Reviews and approves disbursement forms;
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.
Serves as unit expert or lead over other clerical/administrative positions.
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Maintains Web pages;
Designs and lays out publications using specialized software packages;
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.
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.
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
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;
Basic math skills;
Intermediate skills in use of applicable Microsoft Office Word;
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications;
Ability to communicate well through written and oral means;
Ability to gather, integrate, and analyze simple data;
Ability to establish and maintain effective working relationships with both external and internal contacts;
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.).
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).
A driver's license.
Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee may be required to submit a request for a criminal history record check, a driving record check, and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment. Employee is subject to random drug testing.
Work requires the ability to operate keyboard-driven equipment, sit for long periods, bending and stooping for extended periods of time for filing.
All duties are performed with or without reasonable accommodations.
Panel interview; may include a written exercise.
It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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.