HR REPRESENTATIVE - HR&RM

HR REPRESENTATIVE - HR&RM

Classification Title: Human Resources Administrative Technician
Department: Human Resources & Risk Management
Pay Grade: 10
FLSA Status: Non-Exempt

General Statement of Job
Under direct supervision, performs routine clerical work in support of the Human Resources and Risk Management Department. Provides clerical support for the Human Resources & Risk Management Department; processes a variety of documentation, evaluates and compiles data associated with department operations within designated timeframes and per established procedures. Works involves reviewing, processing, and completing of human resources forms and related documents for compliance with applicable procedures and policies, processing information, performing data entry, preparing and scanning documents, retrieving hard copy and electronic files; confidential or obsolete documents, responding to Public Records Requests, answering telephone calls, providing customer service, notary services and maintaining human resources records.

Specific Duties and Responsibilities

Essential Functions:

Utilizes multiple databases, software, and document imaging. Researches, collects, and compiles information, and prepares and scans documents.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.

Processes financial documentation, P-Card and Requisition transaction payments; maintains files and records; verifies card statements for transactions through online banking system.

Prepares Fiscal Year-End Records retention files to be stored for the required retention period.

Assists with online applications from the City of Kissimmee website. Creates external and internal job postings.

Prepares and provides Records Request documents in response to Public Records Requests.

Maintains file system of various records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; destroys confidential or obsolete documents.

Schedules and obtains proper documentation and clearance related to screening for employment such as fingerprint review, medical examination, and education verification.

Helps organize and contribute to employee special functions, such as BRAVO Awards and employee of the month.

Communicates with supervisor, employees, other departments, law enforcement personnel, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintains confidentiality of departmental documentation and issues.

Performs notarization of documents as needed.

Provides assistance to other employees or departments as needed. Performs other related duties as required.

Minimum Education and Training
High School diploma or GED; supplemented by previous human resources experience or training involving accounting, general office work, customer service, reception work, data entry, personal computer operations, scanning, and/or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must have excellent organizational skills and attention to detail, strong communication and interpersonal skills, Ability to work independently and manage multiple tasks, and Proficiency in Microsoft Office Suite and HR databases. Florida Notary Public License desired. Experience desired includes reviewing and maintaining computerized employment records, and interpreting and applying employment laws, rules and regulations, Bi-lingual Spanish and English, prior experience providing administrative and clerical support to a Human Resources department. Must submit to, and pass, a fingerprint-based national criminal history record check and must be able to obtain, and recertify as required, the appropriate Criminal Justice Security Awareness training. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job.
Minimum Qualifications and Standards Required

Skill Requirements:
Has general knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of HR Administrative Technician. Has knowledge of the practices and procedures associated with clerical/general office work. Has considerable knowledge of modern office practices, methods, and procedures. Has knowledge of the operation and maintenance of office equipment typically utilized within the position. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.

Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information. Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department.

Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed.

Physical Requirements:
Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, printer, scanner, telephone, switchboard, postage machine, cash register, and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Requires the ability to determine, calculate, tabulate, and/or summarize data. Includes performing subsequent actions in relation to these computational operations. Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action. Requires the ability to record and deliver information, to follow verbal and written instructions. Must be able to communicate effectively and efficiently with co-workers and the general public.

Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring. Requires the ability to inspect items for proper length, width, and shape, visually with job-related equipment. Requires the ability to coordinate hands and eyes in using job-related office equipment.

Requires the ability to handle a variety of items, job-related equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination. May require the ability to differentiate colors and shades of color.

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency. Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

Responsibilities:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all City departments/divisions, co-workers, and the general public. Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.

Attends work regularly and adheres to City policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests. Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with City policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the City.

Shares knowledge with supervisors and staff for mutual and City benefit. Contributes to maintaining high morale among all City employees. Develops and maintains cooperative and courteous relationships with department employees, staffers, managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the City and project a good City image. Tactfully and effectively handles requests, suggestions, and complaints from other departments and persons in order to maintain good will within the City. Interacts effectively with fellow employees, supervisor, professionals, and the general public.

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Adheres to all safety and housekeeping standards established by the City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Working Conditions:
Works primarily in an office environment.

Other:
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Type : INTERNAL & EXTERNAL

Posting Start : 01/31/2025

Posting End : 12/31/9999

MINIMUM HOURLY RATE: $17.26