Human Resources Support Service Assistant

About the Department

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAYGRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general supervision, the purpose of the position is to provide administrative support for all clerical and administrative tasks within the Human Resources and Risk Management Department.

Position Duties

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Performs routine to moderately complex administrative and technical functions, including data entry  and review, invoice processing, information tracking, quality control, typing, report processing, and documentation verification; maintains time and attendance records and coordinates transmittal to Payroll; gathers and prepares data for studies and reports; obtains necessary approvals and provides information to supervisors.
• Serves as a point of contact for all employee inquiries and matters related to HR administrative processes and services.
• Resolves employee concerns relating to personnel records and information.
• Coordinates and performs assigned functions in support of departmental operations; collaborates with other departments as needed. 
• Performs file audits to ensure required personnel documentation is accurate, complete, and properly maintained in the employee file.
• Processes requests for unemployment claims, subpoenas, verifications of employment, and public records in accordance with applicable guidelines.
• Prepares, organizes, and maintains employee personnel files and related documentation file.
• Generates and prepares correspondence, memoranda, reports, agendas, forms, manuals, and other materials relevant to department operations.
• Performs a variety of recordkeeping duties; maintains employee and departmental filing systems while ensuring a high level of confidentiality. 
• Performs fingerprinting for background checks and creates employee identification badges in accordance with established procedures.
• Attends meetings as required by the assigned supervisor. 
• Assists with and participates in special projects supporting departmental administrative processes.
• Maintains effective communication with coworkers, management, staff, the general public; serves as a liaison to internal and external stakeholders.

• Receives and responds to telephone inquiries; gathers necessary information to initiate claims, directs calls to appropriate personnel, and takes messages as needed.
• Assists in maintaining tracking systems and spreadsheets for the collection, classification, retrieval and retention of records, images, documents, and information. 
• This position is designated as a Tier 2; incumbents are required to report as directed during County emergencies or disaster situations. 
• Performs other duties as assigned/necessary which are related, or logical in assignment to the position.

Minimum Qualifications

Education: Associates Degree in Business Administration or related field.

Experience: One (1) year experience in administrative and technical support functions performing at the level outlined in the essential job functions. Additional years of experience may be considered in lieu of education requirement.

Miscellaneous: Must possess and maintain a valid Florida Driver’s License. 

Other Qualifications

• Considerable knowledge of modern office practices, procedures, and equipment, as well as clerical and administrative support functions. 
• Ability to establish and maintain effective working relationships with all levels of management, employees, other departments, officials and the general public; demonstrates strong customer service skills and techniques.
• Ability to understand and follow written and oral instructions.
• Ability to communicate effectively both verbally and in writing.
• Must exercise sound judgment, discretion, and maintain confidentiality in the performance of duties.
• Considerable knowledge of business English, including proper spelling, punctuation, grammar, and standard correspondence formats.
• Proficient in standard software applications, including word processing, presentation, and spreadsheet programs.
• Ability to perform routine mathematical computations and tabulations accurately and efficiently.
• Ability to access, operate, and maintain various software applications.
• Ability to operate standard office equipment, including computers, printers, copiers, telephone systems, facsimile machines, and other business machines.
• Ability to read, interpret, update, and maintain records and files; working knowledge of administrative support functions such as records management, data analysis, report processing, and document review.

Physical Demand Requirements:

Physical Demand: Light

• 20 pounds maximum lifting. 
• Rare lifting, carrying up to 10 lbs. 
• If less lifting involved will require significant walking/standing.
• If mostly sitting is involved will require push/pull on arm or leg controls. 
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eyesight for production or safety of self and others. 
• Physical agility is required in kneeling, bending, stooping, and reaching. 
• Required to have clear vision at distances of 20 inches or less.