Human Resources Assistant - Administrative Assistant IV

Fairfax County Government - Fairfax, VA4.2

Contributes as a team member of the Human Resources (HR) section. 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. Works with hiring managers throughout the onboarding process. Ensures that criminal background checks are completed. Orients new employees and makes certain that all employment paperwork is properly done. Utilizes NEOGOV Online Hiring Center to submit position advertisements, one-line certs and temporary acting promotions. Monitors deadlines for probationary and focal evaluation due dates and notifies supervisors of deadlines, providing support and assistance as needed. Answers questions from employees and supervisors relating to payroll, performance evaluations, benefits and other human resources issues within the position's responsibilities. Consults with HR manager regarding interpretation of laws, policies, procedures and regulations to department staff. 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. Collects, evaluates and audits completed hiring process packages. Provides administrative support for human resources programs. Maintains personnel files and supports agency in a variety of critical, confidential, complex and time-sensitive Human Resources administrative tasks. Works on special projects, as assigned.

NOTE: The salary offer for the position will not exceed the mid-point of the advertised salary range.

The assigned functional area is in human resources.
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.
Fiscal Administration

Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.

Supervises staff performing clerical accounting duties at the Asst. II and III levels;
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
Performs petty cash custodial duties;

Audits clerical accounting procedures in other agencies.

Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
Authorizes requests for goods and services in corporate system;
Monitors contract compliance (e.g., expirations, payment terms, costs);
May act as procurement card manager.
Scheduling & Coordinating for others

Manages supervisor's calendar which may require negotiating time and place;
Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
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;
Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.

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.
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.

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
(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.

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

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).

Must have a valid driver's license.

The appointee to this position will be required to complete a criminal background check, a check of the Child Protective Services Registry, and a driver's license check to the satisfaction of the employer.

Experience working in a human resources department.
Proficiency in the used of Microsoft software applications, including Excel, Word and Outlook.
Experience using FOCUS and PEAQ (a point & click ad hoc query system).
Very detail-oriented with excellent organizational skills.
Knowledge of human resources policies and procedures; specifically online time/payroll, Fair Labor Standards Act (FLSA), and injury reporting.
Excellent customer service skills.
Ability to work independently and meet deadlines.
Previous 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.

Job is generally sedentary in nature. Visual acuity is required to read data on computer monitor. Incumbent must be able to operate keyboard driven equipment, i.e. copier/scanner/printer, keyboard, calculator. Employee may be required to lift up to 15 pounds. Duties must be performed with or without a reasonable accommodation.

Panel interview. As part of the interview process a written exercise will be administered.

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.