Administrative Assistant III

Job Announcement

Performs a variety of administrative and technical support duties in the Human Resources 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, maintain confidentiality, and provide professional customer service in a fast-paced, public-safety environment.

• 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 and 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.

Functional areas : human resources, general administration, records management and / or customer service support.

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.)

Purchasing

Ensures appropriate routing and approval of purchase requests.

Scheduling & Coordinating for Others

Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

Communication

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

Office Management

Provides and explains relevant policies and procedures.

General Administrative

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

Receptionist / Public Contact

Responds to inquiries that require referencing a variety of sources and utilizing

knowledge of the department / county operations.

Word Processing / Typing

Uses macros and templates developed by others.

Information Systems / Software

Maintains databases.

Reports

Compiles routine factual / numerical reports using readily available information.

Payroll

Trains new employees on how to do on-line time.

Personnel

Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

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.)

Significant nonstandard skill / knowledge is required involving production of an end product such as a report.

Word Processing / Typing

Basic skills in the use of Microsoft Word.

Math Skills

Basic math skills.

PC Skills

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

Communication

Ability to write simple documents.

Information Abilities

Ability to process and integrate complex 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 three functions (e.g., create shells, accounts payable processing).

Personnel and Payroll

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

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 two years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS :

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.

PHYSICAL REQUIREMENTS :

Ability to work effectively under stress and meet deadlines in a timely manner. Ability to communicate clearly & concisely, both oral and written. Work requires the ability to operate keyboard driven equipment, to operate devices with tablet technologies, and to sit for long periods of time. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE :

Panel interview and may include exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian / Pacific Islander, Indo-European, and many others.) We encourage candidates who are bilingual in English and another language to apply for 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. TTY . . EEO / AA / TTY.

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