Human Resources Assistant (Administrative Assistant IV)

Fairfax County Government - Fairfax, VA4.1

Full-time | Commission
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Performs advanced-level human resources work to include a variety of HR duties and maintains proficiency in legal compliance for responsible areas. Coordinates family medical leave (FMLA and nonFML), ADA/reasonable accommodation, and workplace injury/workers compensation activities for the department in consultation with the library HR manager. Supports library HR manager with implementation of department's workforce planning strategy. Collects data, prepares reports and conducts analysis. May assist the library HR manager with employee relations issues. Delivers training and/or prepares job aids for managers and staff to support performance of critical payroll and HR-related tasks. Primary point of contact for assistance with other leave (advance sick, parental, transferred, etc.) for FCPL employees. Educates supervisors and employees about the NeoGov Perform system for employee annual and probationary performance evaluations, performs system administrator actions in NeoGov Perform system. Serves as department lead Agency Access Control Administrator (AACA). Serves as custodian of departmental personnel records. Coordinates employee outprocessing. Supports and assists library HR manager. Performs other duties as may be assigned to further the goals and objectives of the Fairfax County Public Library (FCPL).

Note: The assigned functional areas of the position are general administrative/office support and human resources. The salary offer will not exceed the midpoint (or $ 57,375.76) of the advertised salary range.

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
Determines what confidential information can be disseminated and to whom;

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.

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.

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.

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.).

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:
State of Virginia Notary Public commission within 30 days of hire. (For more information on obtaining a Virginia Notary Public commission, please click here.)

PREFERRED QUALIFICATIONS:
One or more years of experience coordinating Family and Medical Leave Act, Americans with Disabilities Act, and Worker's Compensation programs for an organization.
Knowledge of federal, state and local HR laws and regulations.
Experience with human resources information systems, especially SAP - Human Capital Management.
Demonstrated ability to communicate effectively, both orally and in writing, with employees at all levels.
Attention to detail, problem solving skills and ability to simultaneously manage multiple tasks in a fast-paced environment.
Experience using word processing, spreadsheet, and presentation software to prepare documents, store, track, manipulate, and analyze information; with advanced skills in Microsoft Office (Excel, Word, PowerPoint, and Outlook). Experience in SharePoint, a plus.
Knowledge of human resource practices in a local government environment.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check.
Ability to travel to other sites to attend meetings, trainings, career fairs.

PHYSICAL REQUIREMENTS:
Ability to follow oral and written instructions. Visual acuity to read data on computer monitor. Ability to access, input and retrieve information from a computer. Ability to lift up to 15 pounds in weight. Ability to operate keyboard driven equipment. Work is generally sedentary; however, employee may be required to walk, stand, and bend. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
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.