Administrative Assistant IV

The Fire and Rescue Department Payroll Section is looking for a motivated, high-energy employee for the position of Administrative Assistant IV. Under general supervision, serves as subject matter expert of county and departmental payroll policies and procedures supporting general county, law enforcement and fire protection personnel. Duties and responsibilities include the following:

• Provides information, assistance, and problem resolution in written and verbal form to employees, supervisors, and outside contacts, as appropriate.
• Researches and resolves payroll issues.
• Coordinates all activities to ensure that employees are paid accurately and on time by prescribed deadlines.
• Reviews and processes a large number of personnel actions (e.g., transfers, promotions, laterals, data changes, etc.) in the county's payroll system, and pay/leave adjustment computations in compliance with payroll policies, procedures, and deadlines.
• Performs audits and review of time and attendance reports ensuring accurate coding of time.
• Assists with the training for the online time and attendance.
• Completes payroll transactions for retro-active pay adjustments.
• Creates and maintains reports using FOCUS (SAP system), Microsoft Word, Excel and/or PEAQ (reporting system).
• Completes time and attendance processing of military deployments.
• Maintains current knowledge of county and fire and rescue department policies and procedures.

(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
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
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.

Accounting
Resolves problems by performing qualitative review of individual cases;
Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Scheduling & Coordinating for others
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;

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;

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;
Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
Advises supervisor and provides information regarding HR policies and procedures.

(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.

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).

• Payroll processing experience.
• Knowledge of payroll policies, procedures, and deadlines.
• Experience working with HRM or HCM systems.
• Ability to analyze data, identify discrepancies, and communicate effectively across multiple teams.
• Strong planning and organizational skills and attention to detail are a must.
• Strong Microsoft Office Outlook, Word, and Excel skills.
• Strong interpersonal skills and great customer service.