Administrative Assistant IV

Administrative Assistant IV Salary $48,617.09 - $81,028.48 Annually Location FAIRFAX (EJ27), VA Job Type FT Hourly W BN Job Number 24-02893 Department Community Services Board Opening Date 12/14/2024 Closing Date 12/27/2024 11:31 AM Eastern Pay Grade S17 Posting Type Open to General Public Description Benefits Questions Job Announcement Seeking a dynamic human resources assistant to provide support to 1,400 employees. Sets up, processes, checks, 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. Reviews hiring packets as needed. Ensures that background checks are completed. Onboards new employees and makes certain that all employment paperwork is properly done. Requests new employee badges and proxy cards. Answers questions about HR policies, regulations and procedures to department staff. Inputs data in System Application Products (FOCUS HCM) and queries the system to produce requested information and reports. Develops and maintains basic databases and spreadsheets to track personnel information. Assists budget staff and auditors in human resources related fiscal matters. Provides administrative support for human resources programs. Maintains personnel files. Works on special projects as assigned. Works under the supervision of an HR Supervisor. Functional area: human resources Note: To learn more about careers that make a difference, watch our video "CSB Celebrates 50th Anniversary of Providing Care." 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. Accounting 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. Purchasing 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. 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); 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. 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. 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). NECESSARY SPECIAL REQUIREMENTS: Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee may be required to submit a request for a criminal history record check and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment. The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire. Additional Work Schedule Requirements: May require overtime. This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.) PREFERRED QUALIFICATIONS: Experience working in a Human Resources Department. Experience processing a large volume of administrative actions in a large department. Experience in the use of Microsoft Office computer software, especially Word and Excel. Experience using SAP systems especially FOCUS and PEAQ. PHYSICAL REQUIREMENTS: Work is generally sedentary. Ability to do some walking, standing, bending, and carrying of items under 15 lbs in weight. Ability to type on a keyboard and communicate clearly verbally and in writing. All duties performed with or without reasonable accommodations. SELECTION PROCEDURE: Panel interview and may include a practical 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 CSB recognizes that staff competence speaking a variety of languages is necessary to meet client needs. We encourage candidate's bilingual in English and a foreign language to apply. 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. DHREmploymentfairfaxcounty.gov. EEO/AA/TTY. LI-AP1