Payroll Supervisor (Administrative Assistant V)

: Salary $52,220.69 - $87,034.27 Annually Location FAIRFAX (EJ28), VA Job Type FT Hourly W BN Job Number 24-01077 Department Police Opening Date 04/27/2024 Closing Date 5/3/2024 11:59 PM Eastern Pay Grade S19 Posting Type Open to General Public

Job Announcement

Serves as the Payroll Supervisor for the Police Department. Processes and reviews payroll related matters for over 1,800 employees. Reviews biweekly on-line time and attendance records for technical accuracy. Conducts site audit of overtime expenditures and T&A training to the department employees. Prepares special personnel action requests such as annual merit increments. Updates names, addresses, and telephone numbers to ensure information is current and complete. Provides consultation and technical assistance to agency employees and superiors on payroll issues. Uses FOCUS system to assist employees with adjusting tax deductions. Completes all payroll calculations and paperwork for transactions such as retroactive pay adjustments in accordance with the County Personnel/Payroll Policies and Procedures. Uses independent judgment to solve routine problems and refers significant problems to payroll supervisor. Updates and maintains files of personnel records, employee evaluations and payroll reports. Prepare direct payment for clothing allowance and cleaning allowances by downloading the data from FOCUS system in timely manner. Provides initial benefits orientation to new employees. Prepares and reconciles operational overtime billing transactions for the Department. Performs other duties as required. Note: The assigned functional area of this position is payroll .

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 .) General Financial Duties Supervises a group of clerical/accounting personnel performing duties at the Asst. level; Determines, modifies, and implements administrative policies, procedures and methods to improve office practices; Designs and uses spreadsheets and databases to interpret and organize resource information; Provides customized reports to analysts or others in the unit. Purchasing Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring; General Executive Assistance Provides advice and counsel to members of the executive/work unit head's functional area; Exercises discretion in administrative policy interpretation; Resolves a wide variety of operational problems requiring sound judgment. Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies; Recommends exceptions to administrative policies that are subject to review. Scheduling & Coordinating for Others Supervises or handles the most complex, non-routine activities where consequence of error is high; Coordinates all logistic activities for visits by external groups; Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings; Communication Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature; Explains and interprets policies as they apply to unique situations with potential legal and safety implications; Researches, coordinates, and provides information to others including citizens, executive/work unit head; Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions. Office Management Supervises several dissimilar or specialized functions each with unique training requirements; Devises procedures for complex or specialized functions; Anticipates and develops procedures/tools to prevent problems; solves unusual problems; Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications; Analyzes short and long-range administrative needs such as space, staffing of functional area). General Administrative Responsible for and determines administrative procedures. Receptionist/Public Contact Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action; Recommends procedural changes; Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff. Information Systems/Software Trains staff in use of agency information systems/software; Creates complex spreadsheets for department; Operates/manages complex databases & other software using advanced functions; Diagnoses and resolves hardware/software problems using substantive computer/software knowledge. Reports Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations. Personnel Supervises all personnel administrative functions for the department; Reviews new departmental policies for HR implications and recommends and implements administrative changes; Researches and recommends solutions to non-routine/one-of-a-kind problems; Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements); Works with hiring manager to coordinate appointment and review process; Reviews class specifications and recommends requested job classification; Develops administrative HR-related procedures for agency.

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 of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field. Executive Assistance Thorough knowledge of the executive/work unit head's program/area and of county administration and organization. Ability to maintain confidentiality and be sensitive to political issues. Knowledge and sensitivity to issues, priorities, protocol, etc. Math Skills Basic math skills. 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; Ability to speak in front of a group. Information Abilities Ability to gather, integrate, and analyze complex data. Interpersonal Abilities Ability to establish and maintain effective working relationships with both external and internal contacts. Personnel and Payroll Ability to perform all human Capital Management Enterprise Resource Planning system functions.

Employment Standards

MINIMUM QUALIFICATIONS: Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check, credit check and driving record check to the satisfaction of the employer. PREFERRED QUALIFICATIONS:

• Two or more years of working in a bi-weekly payroll environment.
• Intermediate understanding of SAP (FOCUS) payroll processing.
• Two or more years of processing payroll for shift employees.
• Intermediate skills in MS Excel.
• Experience working in a public safety setting

CERTIFICATES AND LICENSES REQUIRED:

• Valid Driver's License

PHYSICAL REQUIREMENTS: Employment contingent on completion of background investigation and employee is subject to random drug testing. Work requires the ability to operate keyboard-driven equipment and to sit for long periods. All duties may be 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 View phone number on us.edajobs.com for assistance. TTY View phone number on us.edajobs.com. View email address on us.edajobs.com. EEO/AA/TTY. #LI-SP1