Human Resources Assistant

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Indian River County

This position is responsible for carrying out a variety of administrative duties within the Human Resources Department demonstrating initiative and independent judgment, developing work routines, and completing assignments with limited supervision.  Performs a variety of advanced clerical and administrative tasks in support of the Human Resources Department.   This is an administrative support position working under the general direction of the Human Resources Director.  

• Provides excellent customer service when responding to in person and telephone inquiries by providing guidance and support to County employees related to onboarding, employee self-service, time and attendance, pay and benefits, workplace concerns, County policies and procedures.  Escalates issues as appropriate to Benefits Administrator, Payroll, Sr. Human Resources Generalist, or Human Resources Director.
• Responds to requests for public records redacting confidential information as provided under the Florida Sunshine law, seeking necessary guidance from County Attorney, Sr. Human Resources Generalist or Human Resources Director.
• Takes employee photographs and prepares new hire badges in accordance with badging standards.  Provides replacement badges when badges are lost or damaged.  Maintains employee photograph database.
• Provides support to the Professional Development Manager and Human Resources Specialists – Recruitment Team in the onboarding and training process.
• Completes employment verifications.
• Prepare monthly draft employee newsletter with input from the Human Resources staff.   Once approved by the Human Resources Director, distributes the monthly newsletter via email.
• Serves as a member of the planning team for Human Resource events coordinating meetings, keeping notes, tracking budgeted expenses, obtaining bids and quotes, and placing orders (benefits fair, annual holiday luncheon, etc.).
• Prepares written correspondence using professional communications standards.
• Logs corrective disciplinary actions after review by Human Resources Director and maintains grievance files.  
• Maintains the Human Resources website to ensure accurate information is posted.   Coordinates updates with Information Technology when needed.  
• Accesses applicant tracking system, benefits administration system, timekeeping system, and HRIS system to gather information and provide assistance as may be needed.
• Initiates purchase orders, purchase requisitions, orders supplies, and processes invoices for payment. Verifies available funds and initiates budget transfers as may be needed.
• Opens and distributes incoming mail ensuring that time sensitive documents are routed for processing in a timely manner.  
• Performs filing and maintains a variety of Human Resources files in accordance with Florida Records Retention laws.  Coordinate with the Human Resource staff to annually identify records for destruction and follow established records destruction documentation procedures. 
• Maintains employment files and terminated employee files ensuring that information to be placed in the personnel file has been reviewed/approved by the Human Resources Director or designee.
• Retrieves files and gathers data and information necessary to respond to requests and prepare reports.
• Performs other duties as required.

Education and Experience:

High school diploma or GED, supplemented by a minimum of three years’ experience performing administrative duties.  An associate’s degree or technical certification in Human Resources may be substituted for working experience.  Prior experience in Human Resources or experience with HRIS systems is preferred. 

Licenses, Certifications or Registrations:

SHRM or HRIC professional certification is preferred.

Knowledge, Abilities and Skills:

Excellent interpersonal skills, written and verbal communication skills required.

Ability to establish effective working relationships with staff, employees, and the public.

Strong organizational skills and the demonstrated ability to multi-task in a fast-paced environment required.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).

Skill in designing newsletters, flyers, booklets, and other communications using software such as Canva.

Ability to express ideas clearly and concisely, both orally and in writing.

Ability to prepare a variety of documents and correspondence using proper spelling, grammar and punctuation.

Ability to type with speed and accuracy.

Ability to make recommendations and to use resourcefulness and tact in solving new problems.

Ability to research payroll and benefit related issues and initiate corrective action within the established guidelines and refer complex issues to appropriate individuals within the Department.

Knowledge of human resources functions and processes and procedures is required.

Knowledge of the basic principles and practices of human resources, payroll, and records administration.

Knowledge of County’s policies and collective bargaining agreements related to hiring, nepotism, probation, benefits, promotion, demotion, compensation, and other Human Resource related policies and procedures.

Knowledge of employment laws and regulations governing public employment in Florida.  

Ability to perform mathematical calculations. 

Ability to prepare reports using data from a variety of sources.

Ability to meet standards of professionalism and confidentiality associated with confidential human resource issues.

Skill in performing data entry and maintaining up to date records and reports.

Skill and self-initiative in identifying priorities and ensuring tasks are completed in a timely manner.

Skill in the use of standard office computer equipment and related software applications.

ENVIRONMENTAL CONDITIONS:

Work is performed inside in an office environment.

(Reasonable accommodation will be made in accordance with existing ADA requirements for qualified individuals with a disability.)

SUPPLEMENTAL INFORMATION

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

JOB DESCRIPTION / ADA ACKNOWLEDGEMENT

ATTESTATION 

I understand that a qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request accommodation.

If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I have discussed any questions I may have had about this job description prior to signing this 
 form.

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Employees Signature                                                          Date

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Employees Name (Please Print)                                          Employee Number

Salary : $23