HR Administrative Assistant (Administrative Assistant IV)

: Salary $47,663.82 - $79,439.78 Annually Location FAIRFAX (FJ56), VA Job Type FT Hourly W BN Job Number 24-01054 Department Health Department Opening Date 04/27/2024 Closing Date 5/3/2024 11:59 PM Eastern Pay Grade S17 Posting Type Open to General Public

Job Announcement

The Fairfax County Health Department is a progressive public health leader providing services that promote population health, protect public health and the environment, and ensure residents' equitable access to health services and information. As part of the Health Department Human Resources office this position provides a variety of Human Resources (HR) support services to a high performing public health organization consisting of over 900 employees. Under general direction, this position provides comprehensive administrative support for general human resources and complex payroll processes. Responsibilities include processing payroll with accuracy and efficiency, maintaining payroll records, and personnel actions. The role ensures meticulous documentation of payroll transactions and collaborates with HR to streamline processes. Consults with HR Administrative Supervisor and HR Managers regarding research, interpretation of laws, policies, procedures, and regulations related to payroll for guidance. Additionally, they maintain the confidentiality of personnel files, handle new hire paperwork, and offer critical support on various confidential HR tasks. Maintains personnel files and supports the agency in a variety of critical, confidential, complex, and time-sensitive human resources administrative tasks. Works on special projects, as assigned. Responsibilities include but not limited to:

• Payroll administration
• Prepares, analyzes, and audits staff time entry (e.g., Fair Labor Standards Act (FLSA), Leave, FMLA (Family and Medical Leave Act), overtime, etc.);
• Primary contact for agency timekeepers, managers and employee regarding time and attendance issues.
• Interprets policies and procedures, and answers general HR questions.
• Process hires through NEOGOV Online Onboarding system ensuring all employment paperwork is completed properly and timely.
• Uses HR Information System (HRIS) and Fairfax County Unified System (FOCUS) time and attendance system and/or enterprise ad hoc query system regularly to process and monitor departmental HR transactions.
• Participates in financial and HR audits; develops and compiles data reports as requested.
• Establish and maintain effective working relationships with both external and internal contacts.

Note: The assigned functional areas of this position are general administrative assistance, payroll, and/or human resources.

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 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).

CERTIFICATIONS REQUIRED:

• Cardiopulmonary Resuscitation - CPR (Required within 60 days)
• AED (Required within 60 days)

NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check and child protective services check to the satisfaction of the employer. On occasion, overtime/comp time may be required for special projects or in order to meet deadlines. Must be willing and able to work overtime/comp time on an as needed basis. PREFERRED QUALIFICATIONS:

• At least two years experience working in a human resource office.
• At least two years experience and working knowledge in executing payroll processes.
• At least two years experience assisting with personnel actions such as on-boarding activities, researching compiling and preparing reports, interpreting and communicating human resources policies and procedures, and record keeping.
• Experience handling confidential information.
• Experience providing outstanding customer service with the ability to establish and maintain effective and cooperative relationships interacting in a friendly, service-oriented and professional manner with a diverse population of internal and external customers.
• Experience using human resource information systems (HRIS) or other types of ad hoc query system.
• Experience using SharePoint, Power BI, and PowerPoint.
• Ability to problem solve and show attention to detail.
• Exceptional communication skills both orally and in writing.
• Ability to manage multiple tasks simultaneously and work independently and in a team environment.
• Ability to adapt to changes in a fast-paced environment.
• Proficiency in the use of basic Microsoft Office computer software, specifically Word and Excel.

PHYSICAL REQUIREMENTS: Generally, works in an office environment yet may occasionally be required to perform job duties outside of the typical office setting. Job is generally sedentary in nature, and requires walking, standing, sitting (for long periods of time), and kneeling, reaching, bending, climbing stairs; may be required to lift or carry up to 25 lbs. occasionally. Uses hands to grasp, handle, or feel. Position frequently communicates and must be able to exchange accurate information with others verbally and in writing. Visual acuity is required to read data on a computer monitor; ability to operate keyboard driven equipment and computer. 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. [email protected] EEO/AA/TTY. #LI-JY1