Human Resources Assistant (Administrative Assistant IV)

Job Announcement

Provides administrative support for Fairfax County Public Library (FCPL) human resources programs. Provides routine human resource information and guidance to managers and employees on HR policies, regulations, and procedures. Assists with the recruitment process for FCPL to include initiating job requisitions, scheduling interviews, greeting candidates, proctoring examinations. Schedules and conducts new hire onboarding appointments. Processes personnel and position control actions in the human resources information system Fairfax County Unified System (FOCUS HCM), security provisioning for ID badges and proxy cards, and manual pay adjustments. Tracks, updates, and maintains associated HR and payroll records. Processes bi-weekly payroll in accordance with policies and procedures to ensure payroll errors are cleared and all employees are paid properly. Scans HR/Payroll documentation to Department of Human Resources. Prepares system and ad hoc reports. Assists with maintenance of departmental HR/payroll records and tracking. Meets Department of Human Resources (DHR) deadlines. Provides HR assistance to agency employees, in groups and individually. Answers questions from employees and supervisors relating to recruitment, positions, performance evaluations, benefits, and other HR subjects and redirects complex inquiries as appropriate. Assists in preparing and conducting departmental HR-related training. Participates in strategic planning initiatives and career fair activities. Serves as agency liaison to DHR-Payroll and DHR-Employment. May assist with departmental award programs. Serves as back-up for out-processing and workforce planning support, as requested. Ensures confidentiality of all personnel records. Performs other duties as may be assigned to further the goals and objectives of the FCPL. Works under the supervision of the Library Recruitment Coordinator.

Note: The assigned functional areas for this position include general administration and human resources.

Schedule: This is a full-time, 40 hours per week position. Occasional overtime may be required.

The selected applicant's starting hourly rate offer will be in the minimum to midpoint range of $22.9153 to $30.5539 and will not exceed mid-point of the advertised compensation range. Compensation rules per Fairfax County personnel regulations apply for current Fairfax County Government and Fairfax County Public Schools employees.

To learn more about a career with Fairfax County Public Library, watch our video "Library Staff Share Why They Love Working at the Library".

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.)

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).

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 the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")

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).

CERTIFICATION REQUIRED:
Notary Public for the State of Virginia (Required within 30 days of appointment)

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer. Occasional overtime may be required.

PREFERRED QUALIFICATIONS:

• At least 2 years of experience processing personnel actions and conducting bi-weekly and/or semi-monthly payroll auditing.
• At least 1 year of experience assisting with recruitment related tasks such as scheduling interviews, reviewing hiring packets, conducting reference checks, and initiating/monitoring background checks.
• At least 2 years of experience working with frontline supervisors/managers as initial HR point of contact and handling confidential information and communications.
• Intermediate level of proficiency in Outlook, Word, Excel, and PowerPoint.
• Knowledge of Federal and State labor laws and Fairfax County Personnel Regulations and Procedures is a plus.
• At least 1 year of experience using human resources-related systems such as FOCUS (Fairfax County Unified System) HCM, Peoplesoft, PEAQ (Point & Click Enterprise Ad Hoc Query System), ADP HR Perspective, Paychex, or other HR systems.

PHYSICAL REQUIREMENTS:
Ability to input, access, and retrieve information from a computer. Ability to lift up to 15 lbs. Ability to follow oral and written instructions. Ability to travel to other sites to attend meetings, trainings, career fairs. Ability to verbally communicate with others and make presentations. Must be able to type on a keyboard. Visual acuity to read data on computer monitor. Work is generally sedentary; however, employee may be required to walk, stand, bend. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

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. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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