Administrative Assistant III

Performs a variety of administrative and technical support duties in the Human Resources (HR) Branch of the Sheriff's Office. Work involves assisting with the processing and maintaining personnel and payroll transactions, assisting with recruitment, and onboarding activities, and providing clerical and operational support to ensure the efficient delivery of human resources services to sworn and civilian staff. Incumbents are expected to exercise discretion and maintain confidentiality in handling sensitive employee information and records. Serves on a variety of teams and works on special projects as assigned. Demonstrates sound judgment, maintains confidentiality, and provides professional customer service in a fast-paced, public-safety environment. Duties include:

• Provides administrative and clerical support to the Human Resources team, including data entry, filing, scheduling, and correspondence preparation.
• Assists with the coordination of recruitment activities such as job postings, applicant tracking, scheduling interviews, and communicating with candidates.
• Assist with payroll processes, personnel actions and timekeeping documentation.
• Assist with maintaining accurate documentation related to Family and Medical Leave Act (FMLA), Workers' Compensation, and other job-protected leave programs.
• Supports the onboarding process by preparing employee files, assisting with orientation materials, and ensuring completion of required forms and checklists.
• Responsible to the updates of confidential personnel records, logs, and databases in accordance with county and agency policies.
• Responds to routine employee inquiries regarding leave, benefits, and HR procedures.
• Compiles data and assists in the preparation of reports, organizational charts, and workforce tracking tools.
• Provides administrative support for HR projects, audits, and compliance initiatives.
• Performs related duties as required.

(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

• Uses spreadsheets or databases to organize information and produce standard reports;
• Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
• May approve some disbursement forms;
• Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
• Explains fiscal rules and procedures to employees to ensure uniform application.

• Sets up accounts through corporate systems;
• Reconciles ledgers;
• Prepares status reports;
• Gathers data for use by others in preparing budget;
• Prepares transfer vouchers and interfund billing;
• Monitors external accounts for discrepancies.

• Prepares wide variety of accounting forms;
• Reconciles daily receipts or accounts receivable/payable;
• Identifies discrepancies and makes corrections;
• Collects required documents;
• Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

• Verifies requests for goods and services against county contracts and funding sources;
• Orders goods or services and follows up/resolves discrepancies and ensures delivery;
• Authorizes requests for goods and services in corporate systems;
• Ensures appropriate routing and approval of purchase requests.

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

• Composes routine correspondence on behalf of the executive/work unit head.

• Provides administrative support and implements procedures;
• May supervise others;
• Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
• Trains and orients new employees;
• Provides and explains relevant policies and procedures.

• Composes routine correspondence on behalf of the executive/work unit head.

• Schedule appointments;
• Explains departmental policy/procedure but does not interpret them;
• Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.

• Keys/types complex documents (e.g., technical);
• Proofs spelling and grammar;
• Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
• Compiles reports from edited drafts;
• Uses macros and templates developed by others.

• Performs data entry with some knowledge of department/work unit/program;
• Manipulates screens for additional entries;
• Generates routine reports;
• Creates simple spreadsheets;
• Maintains databases.

• Compiles routine factual/numerical reports using readily available information.

• Processes pay adjustments;
• Transmits on-line T&As;
• Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
• Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
• Trains new employees on how to do on-line time.

• Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
• Provides basic new employee benefits information;
• Explains routine personnel policies and procedures;
• Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
• Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
• Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

• Basic skills in the use of Microsoft Word.

• Basic math skills.

• Basic skills in the use of applicable Microsoft Office Suite software.

• Ability to write simple documents.

• Ability to process and integrate complex data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).

• Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

• Ability to maintain confidentiality and be sensitive to political issues.

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") High school graduation and two 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, psychological exam, and polygraph exam to the satisfaction of the employer. PREFERRED QUALIFICATIONS:

• Basic knowledge of and/or experience with HR practices (payroll, personnel assignment changes, onboarding, etc.).
• Previous experience working with an HR reporting and payroll system (i.e., SAP, FOCUS, Oracle).
• Skilled proficiency in Microsoft Office applications (Excel, Word, and Outlook).
• Excellent customer service skills and experience.
• Must have excellent work ethic and be well organized.