HR Administrative Specialist

Division: Administration

Closing Date: Until Filled

Location: 4305 East 21st Ave., Tampa, FL 33605

Salary Range: $45,373.06 - $52,566.35

POSITION PURPOSE

The HR Administrative Specialist performs a wide range of higher-level administrative duties in support of the Human Resources office, to include supporting Benefits, Wellness, Employee & Labor Relations, and Organizational Development. Administrative support duties range from general clerical support to complex administrative coordination and include conducting research, preparing reports and spreadsheets, preparing correspondence and presentations, handling information requests, planning meetings, providing purchasing support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules for the Director and Manager of Human Resources. The HR Administrative Specialist also collaborates with senior administrators to provide support to senior leadership as needed. The position requires intermediate or level advanced-level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations using word processing, spreadsheet, and presentation software.

ESSENTIAL JOB FUNCTIONS

• Performs specialized administrative duties required to support the Human Resources office, using discretion to make judgments based on operating guidelines. Supports purchasing requirements for the department by researching items and obtaining price quotes, entering information into systems, coordinating requisition approvals, receiving purchase orders, and managing P-Card usage for the department.
• Responds to and initiates inquiries regarding purchasing, personnel, facilities, and administration. Explains policies and procedures, answers questions, and independently resolves problems whenever feasible. Serves as a primary point of contact for Human Resources-related Public Records requests.
• Provides cross-functional support to other Human Resources team members and serves as primary contact for the Human Resources department for process support. Coordinates employee surveys on behalf of the Human Resources department.
• Prepares presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.
• Composes and/or prepares correspondence, memoranda, forms, and reports using appropriate word processing and spreadsheet tools. Performs basic statistical calculations on data for reports and presentations as needed.
• Provides administrative support to the Chief Administrative Officer as needed.
• Participates in the coordination of internal and external events such as job fairs, benefits annual enrollment, wellness fairs, and HART wellness initiatives as needed. Coordinates participation in voluntary HART events.
• Arranges and coordinates travel and travel reimbursement for staff.
• Performs other administrative duties as required to support the mission and function of the Human Resources department.

MARGINAL FUNCTIONS

• Performs other work-related duties as assigned.

REQUIREMENTS

Education and Experience:

• High School Diploma or equivalent and five (5) years of related experience; Associate degree in a related field preferred.
• Three (3) years working experience in HR administration, clerical and HRIS. ADP experience a plus.
• An equivalent combination of education and experience may be considered in lieu of the above requirements.

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.

Licenses/Certifications:

• Valid Florida Driver's License or ability to obtain within 10 days of moving to the State of Florida.

QUALIFICATIONS

Knowledge, Skills, and Abilities

• Knowledge of Human Resources Management principles, laws, procedures, and best practices; Bargaining unit contracts; and Recordkeeping regulations.
• Excellent PC skills working with Microsoft Outlook, Word, Excel, PowerPoint, Visio, Publisher, and the Internet and Adobe products.
• Able to work independently and as part of a team in a dynamic environment that requires the incumbent to be sensitive to change and responsive to changing goals, priorities, and needs while maintaining strict confidentiality.
• Able to work under stress on multiple concurrent tasks with frequent interruptions, organizing and prioritizing work appropriately to meet deadlines, attendance, and punctuality requirements.
• Able to think analytically, apply problem-solving skills, and accurately memorize and retain details. Excellent verbal, written, and interpersonal skills with a strong focus on customer service. Able to interact positively with a variety of personalities internally and externally.
• Professional representation of the company to the employees and community in a positive manner.
• Deliver exceptional customer service to candidates and hiring managers to ensure a consistent and rewarding onboarding experience.

Physical Demands/Work Environment

• Work is performed in a standard office environment. Incumbent may at times be located in an outdoor, street, community, or shop environment for special assignments or tasks.
• Ability to hear, see, speak, and perceive color, depth, and texture.
• Subject to standing, walking, bending, reaching, stooping, and lifting objects up to 25 pounds.
• Providing excellent customer service is important at HART. As part of that customer service, this position may interact with dissatisfied members of the public.
• May occasionally be exposed to extreme noise and physical harm or fumes and airborne particles when visiting specific areas within the facility.

It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors, and co-workers. HART employees are also responsible for:

• Adhering to stated policies and procedures relating to health and safety, security, and quality management.
• Recognizing and reporting all accidents and hazardous conditions.
• Assisting in the development of workplace safety procedures for their respective departments.
• Promoting workplace safety procedures within their department.
• Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned.

The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

EEO Compliance: HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status, or other status protected by Federal or State law.

ADA Compliance: Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act.