Human Resources Assistant (admin Asst Iv)

Location
Fairfax, Virginia
Salary
$43,461.81 - $72,436.42 Annually
Posted
Nov 20, 2021
Closes
Nov 27, 2021
Ref
21-02501
Hours
Full Time
Job Announcement

Join the Park Authority and our nationally recognized team of professionals! The Fairfax County Park Authority (FCPA) is seeking a Human Resources Assistant to be a part of one of the most highly-regarded park systems in the country. With more than 25,000 acres of parkland, nine RECenters, eight golf courses, three lakefront parks, and more, FCPA is an exciting organization to be a part of and there are many opportunities for staff to make a difference at every level.

Contributes as a team member of the HR section of the Fairfax County Park Authority. The position processes, audits, and reconciles online time and attendance. Researches payroll discrepancies and corrects them. Processes personnel action requests and position control forms related to employment actions and position status. Ensures that criminal background checks and licensing/credential checks are complete. Orients new employees and makes certain that all employment paperwork is properly done. Answers questions from employees and supervisors relating to payroll, benefits, and other human resources issues within the position’s responsibilities. Additionally, the position processes employment verifications, inputs data in FOCUS HCM and queries the system to produce requested information and reports, develops and maintains basic databases and spreadsheets to track personnel information and maintains personnel files and supports the agency in a variety of critical, confidential, complex and time-sensitive human resources administrative tasks.

Note: The assigned functional areas of this position are: Human Resources, Payroll, and Customer Service.

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
  • 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.
Purchasing
  • May act as procurement card manager.
Scheduling & Coordinating for others
  • 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);
  • 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.
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;
  • Maintains Web pages;
  • Designs and lays out publications using specialized software packages;
  • May supervise.
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 high school graduation and three years of experience providing administrative support in the assigned functional area(s).
PREFERRED QUALIFICATIONS:
  • Experience working in a human resources department
  • Proficiency in Microsoft software applications, including Excel, Word, Outlook, and PowerPoint
  • Experience using FOCUS and PEAQ
  • Very detail oriented with excellent organizational skills
  • Knowledge of human resources policies and procedures; specifically, online time/payroll and Fair Labor Standards Act (FLSA)
  • Excellent customer service skills
  • Ability to work independently and meet deadlines
  • Precious experience processing time records for an organization whose employees work varying schedules
  • Ability to establish effective working relationships with both external and internal customer contacts
  • Ability to maintain confidentiality and be sensitive to personnel issues

NECESSARY SPECIAL REQUIREMENTS:
All newly hired employees are required to be fully vaccinated 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 religious reasons will still be subject to the weekly testing requirement. Otherwise, vaccinated employees will complete the attestation online in the first day of employment.

The appointee to this position will be required to complete a criminal background check, and child protective services registry check to the satisfaction of the employer.

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

SELECTION PROCEDURE:
Panel interview; may include 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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