Human Resources Specialist

JOB SUMMARY

The Human Resources Specialist is responsible for managing applicant-related activities, maintaining personnel records, and supporting HR functions. This role involves creating and updating job postings, coordinating interviews, processing new hire paperwork, and maintaining personnel databases. The specialist also assists with employee benefits administration, conducts record audits, and ensures compliance with agency policies and state statutes.

ESSENTIAL JOB FUNCTIONS:

• Properly records, tracks and responds to incoming correspondence and action documents.
• Creates and updates job postings and descriptions as required.
• Receives and reviews applicant files to ensure completeness and accuracy of data’ analyzes job application materials to determine whether candidates meet established minimum qualifications for job classification.
• Proactively monitors policies and procedures affecting applicant processing and implements necessary changes promptly.  
• Completes, audits, and submits administrative tasks, including Personnel Actions and corresponding records, related to staffing changes (resignations, terminations, promotions, certifications).
• Conducts NCIC/FCIC/DAVID inquiries as required.
• Maintains detailed personnel files, including personal data, medical information, and performance evaluations.
• Schedules and documents interviews, meetings, and appointments and ensures proper invitations and reservations are complete within a timely manner.
• Provides accurate information/assistance to the public and agency members in a professional and courteous manner.
• Prepares and submits purchase requisitions for supplies/equipment.
• Enters and updates personnel information in the applicable HRIS, agency system, or third-party database (e.g. Tyler-Munis, CAD, FDLE (ATMS)).
• Prepare orientation schedules, conduct orientation sessions, and assists new hires with paperwork completion. 
• Administers pre-employment testing and records results in applicable database.
• Conducts and/or assists with record audits, public records requests, and internal accreditation requests and external mandatory reports (e.g., I-9 audits, Department of Revenue, FDLE reports).
• Coordinates applicant-related activities with non-agency service providers (e.g., physical exams, drug screenings).
• Maintains confidentiality of sensitive information and refers requests appropriately.
• Supports employee benefits administration and open enrollment processes.
• Assists background investigators in reviewing, collecting, and/or interpreting applicant/candidate information.
• Participate in job-specific training designed for professional growth and cross training with co-workers. 
• Selects, completes, and applies the correct forms, policy, or process for various situations according to their assigned role. 
• Assists incoming HR Specialists with understanding their role within the agency and required tasking.
• Ensures documents for imaging/scanning are prepared and processed in a manner that provides clear and accurate records for future reference.
• Performs minor repairs/maintenance on office equipment to include refilling printers/copiers and changing toner cartridges. 
• Completes assignments, special projects, and budgetary requirements as directed.
• Adheres to leave and attendance policies, including punctual arrival and completing full shifts and notifies supervisor of any illness or untimely incidents, reports overtime hours worked, and submits timesheet, attendance, and leave requests in a timely manner. 
• Communicates effectively and professionally with colleagues, superiors, and the public.
• Maintains positive working relationships and demonstrate cultural awareness.
• Reports maintenance, safety, and non-compliance issues to appropriate personnel immediately. 
• Promptly responds to mail, phone calls, and emails and monitors assigned Power DMS publications.
• Promptly shares noteworthy incidents, actions, or interactions with their chain of command. 
• Responds to supervision, guidance, direction, and feedback.
• Completes all job functions in accordance with agency policies, federal, state and local laws and governances.  
• Performs other duties as assigned.

QUALIFICATIONS:

Minimum Education, Experience, and Requirements:

• High school diploma or its equivalent required. Associates degree preferred. 
• Two (2) years of Human Resources related work experience. 
• NeoGov/Tyler-Munis experience preferred.
• Strong command of office equipment and Microsoft Office products.
• Speak and understand the English language
• Internal candidates must have successfully completed their probationary period
• Internal candidates with punitive disciplinary action within 365 days are ineligible
• Internal candidates must have completed applicable CCSO FTEP requirements 
• The following items (or authorized equivalents) may be required at various steps in the application process: 
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Certification, Licenses and Registrations Requirements:

• SHRM Certified Professional (SHRM-CP) or Professional in Human Resource (PHR) credential preferred.

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at HR@ClaySheriff.com. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.  

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/.

Salary : $41,744 - $48,386