Administrative Assistant Iv

Location
Fairfax, Virginia
Salary
$43,461.81 - $72,436.42 Annually
Posted
Oct 23, 2021
Closes
Oct 30, 2021
Ref
21-02271
Function
Administrative
Hours
Full Time
Job Announcement

Under the leadership of an Administrative Assistant V, serves as a Human Resources (HR) Assistant for the Department of Family Services HR Division. Serves as a key member of the HR team providing payroll auditing and reconciliation support, conducting new hire on-board meetings, auditing interview packets, generating personnel and position assignment actions, and managing background checks and personnel records. The position serves as a back-up to the management and reconciliation of HR data for the Fairfax County's HR reporting and payroll system as well as the Virginia Department of Social Services' HR reporting system. The position serves as a primary HR point of contact for specified division(s) within the agency.

Note: The assigned functional areas of the position are customer service, payroll, human resources, administrative.

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
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.
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).
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);
Prepares non-routine responses to correspondence;
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.
Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
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.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.
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:
None.

PREFERRED QUALIFICATIONS:
Basic knowledge of HR practices (payroll, personnel assignment changes, hiring, records management, etc.), excellent skills and abilities working in a team environment and independently while maintaining confidentiality. Secondary education of an Associate Degree or higher. Previous experience working with an HR reporting and payroll system (i.e. SAP, FOCUS, Oracle-LETS). Proven ability to efficiently prioritize workload and adhere to recurring deadlines. Ability to clearly communicate verbally and in writing. Proficiency at an intermediate level in the use of Microsoft Office Suite applications, including Excel and Word. Proven ability to adapt to rapid changes in a fast-paced environment. Proven ability to gather, analyze and reconcile data in order to generate reports.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background and a Child Protective Services 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 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.

PHYSICAL REQUIREMENTS:
Work is generally sedentary. Walking, standing, bending, stretch, reach, and carry items up to 30 lbs in weight. Ability to communicate clearly and concisely, both orally and in writing. Ability to use automated technology and keyboard driven equipment. Sufficiently mobile to travel between floors and offices. All duties are performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

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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