Administrative Support Assistant III – Prince William County Government – Woodbridge, VA

Do you enjoy working behind the scenes to provide exceptional service to internal customers? Are you looking for a career that is both challenging and rewarding? Consider a career with the Human Resources Department of the Prince William Public Library System. We are seeking a full-time Administrative Support Assistant III to join the team as our Payroll Clerk.

The Human Resources staff of the Prince William Public Library System provides services to 286+ library employees and over 300+ volunteers. The Administrative Support Assistant III is a vital member of our team that provides senior level administrative support to our internal customers in a multi-functional department that includes the Library Training Office, Volunteer Office, Employee Relations and Payroll. Here, you will have the opportunity to utilize your exceptional customer service and critical thinking skills, creativity and attention to detail to accurately and seamlessly support these functional areas.

The Administrative Support Assistant III position performs payroll functions to include timesheet collection, verification of leave slips and data entry into payroll and recruiting systems such as HRIS and NEOGOV. This position is also responsible for preparing and verifying the completeness/accuracy of Human Resources forms and documents; explaining routine personnel policies and procedures to library staff; data entry, file management, telephone responsibilities, and supply inventory maintenance.

The position requires the ability to communicate effectively with staff and all levels of management. The successful candidate will also build a rapport across agencies in the performance of their duties.

Located within easy commuting distance from Washington D.C. and Northern Virginia, Prince William County offers excellent benefits including employee training and career development resources, VA State Retirement, 12 paid holidays, vacation and sick leave accrual and optional affordable healthcare for you and your family.

PREFERENCES: The successful candidate MUST have a general knowledge of payroll, including timesheet data entry. Experience resolving payroll issues. Proven attention to detail in a fast-paced environment. Experience safeguarding confidential information. The candidate will also have excellent clerical skills to include Microsoft Word and Excel. The candidate should also possess exceptional receptionist skills and experience setting up audio/visual equipment.

SCHEDULE: This is a full-time (37.5 hour per week) position. Hours are Monday through Friday 8:30 – 5:00, with an hour lunch.

The position is located in Woodbridge, in the lower level of Chinn Park Regional Library.

Hiring Range: $38,044.50 – $51,304.50

The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION OF WORK:

Performs difficult clerical and administrative work in providing general office support, data entry, and/or receptionist work.

Work is performed under regular supervision of the Department Director or designee. Supervision may be exercised over subordinate personnel.

Distinguishing CHARACTERISTICS:

This level is characterized by performance of many different tasks, steps or operations; work requires good understanding of structure and workflow in the organization. Routine assignments are performed independently unless problems occur; supervisor gives instructions on new assignments and reviews more difficult work; a large number of procedural guides apply, some of which are memorized.

The focus of the position is on a wide variety of functions (such as filing, answering phones, referring customers, word processing, maintaining databases, purchasing supplies, processing payroll, billing, and maintaining website) with varying amounts of time spent focusing on these functions and closely related tasks, under regular supervision.

TYPICAL TASKS:

Uses computers for various applications, such as data entry or word processing;
Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals;
Maintains and enters information into databases;
Sets up and manages paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records, correspondence, or other material;
Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions;
Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs;
Maintains scheduling and event calendars;
Completes forms in accordance with procedures;
Schedules and confirms appointments for clients, customers, or supervisors;
Makes copies of correspondence or other printed material;
Locates and attaches appropriate files to incoming correspondence requiring replies;
Operates electronic mail systems;
Types and distributes meeting notes, routine correspondence or reports, such as presentations or expense, statistical, or monthly reports;
Opens, reads, routes, and distributes incoming mail or other materials and answer routine letters;
Provides services to customers, such as account information;
Proofreads work done by others to check for correct spelling and grammar, ensures that County format policies are followed, and recommends revisions;
Conducts searches to find needed information, using such sources as the Internet;
Mails newsletters, promotional material, or other information;
Orders and dispenses supplies;
Learns to operate new office technologies as they are developed and implemented;
Arranges conference rooms, meetings, or travel reservations for office personnel;
Prepares conference or event materials, such as flyers or invitations;
Performs payroll functions, such as maintaining timekeeping information, processing and submitting payroll;
Collects and deposits funds into accounts, pays bills or invoices, keeps records of collections and disbursements, and ensures accounts are balanced;
Maintains internal or external County Website content.
Provides leadership, work direction and/or instruction to assigned personnel, if applicable.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of standard office procedures, systems, and terminology; thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; thorough knowledge of principles and processes for providing customer service; thorough knowledge of computer software applications, word processing, and data entry; thorough knowledge of departmental policies, procedures and programs; thorough knowledge of purchasing policies, and procedures; ability to operate standard office equipment; ability to establish and maintain effective working relationships with others; ability to communicate effectively both orally and in writing; ability to make arithmetical calculations.

Any combination of education and experience equivalent to graduation from high school and 3-5 years clerical/administrative support experience; and 1 year supervisory years supervisory or lead worker experience, if position is supervisory.

May require typing skills of 50 WPM with a maximum of 3 errors.
Ability to lift and carry up to twenty (20) pound paper crates/boxes, if applicable to the position.
Background Checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or Fingerprinting may be required as posted in the job advertisement.

Fire & Rescue Requirement:
Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual’s state Department of Motor Vehicles.

Department of Social Services Requirement:
According to Virginia Department of Social Services (effective January 1, 2014) and Virginia Department of Juvenile Justice Standards 6 VAC 35-140-260 (effective 2005), the following background checks may be conducted depending upon the nature of the position: reference check, local, state and national criminal record (fingerprinting), Child Protective Services record, DMV record, and credit history.

Police Requirement:
VCIN certification required to be obtained within first year of employment, if applicable to the position.

PREFERENCES:
Experience in operating police computer systems preferred, if applicable to the position.