Human Resource Specialist

Requisition No: 850457

Agency: Military Affairs

Working Title: Human Resource Specialist

Pay Plan: SES

Position Number: 62000005

Salary: $48,466.20

Posting Closing Date: 04/16/2025

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State of Florida

Department of Military Affairs

*** OPEN COMPETITIVE***

APPLICATION DEADLINE: 11:59 p.m. on closing date

VACANCY # 62000005

WORK LOCATION: SAINT AUGUSTINE, FL

ABOUT THE DEPARTMENT OF MILITARY AFFAIRS (DMA)

The mission of the Florida Department of Military Affairs is to provide management oversight of the Florida National Guard and provide units and personnel ready to support national security objectives; to protect the public safety of citizens and to contribute to the national, state and community programs that add value to the United States of America and to the State of Florida.

OUR BENEFITS INCLUDE:

• Health Insurance
• Life Insurance
• Dental, Vision, and Supplemental Insurance
• Retirement Benefits
• Vacation and Sick Leave
• Paid Holidays
• Opportunities for Career Advancement
• Tuition Waiver for Public College Courses
• Training Opportunities
• For benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

CONDITIONS OF EMPLOYMENT:

*NOTE*

To be considered for this position, application must be fully completed, your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process and clearly stated within the employment history.

MINIMUM REQUIREMENTS:

• A High School Diploma or equivalent; AND
• Six (6) years of Human Resources experience or related field;
• Education may be substituted for experience on a year-for-year basis.

DUTIES AND RESPONSIBILITIES:

Recruitment:

• Provide supervisor with current position description for any updates needed prior to advertising vacancy.
• Create, review, and approve job advertisements, ensure supervisor reviews and approves draft for advertising.
• Ensure the efficient, timely, and cost-effective hiring of qualified applicants, utilizing various resources & State Guidelines.
• Generate vacancy announcement and push out to distribution email lists.
• Assist Hiring Managers in the state’s hiring process of identifying and reviewing qualifications of applicants through applications, resumes, phone screenings, veterans’ preference, etc.
• Provide Hiring Manager with guidance on interview procedures as well as provide representation when needed, sample questions and ensuring process is up to regulation referencing the Hiring SOP.
• Maintain accurate documentation for establishment of official requisition records; maintain administrative and organizational order.
• Monitors timelines of vacancies, anticipated vacancies, and resignations.
• Review position descriptions for accurate classification & consistency. Communicate with HR Specialist (Training and Development) regarding the need for reclassifications and reorganizations.
• Derive performance measurements and HR analytics, prepare operational reports (Turnover Reports, Vacancy Status changes, etc.) as required.
• Research and propose local Job Fair events to attend.
• Ensure timely and accurate completion of required employment verifications and reference checks.
• Provide Deputy Director and Director of SHRO with accurate information regarding talent acquisition to include staff meeting slide. Manage a communication log.
• Ensure all recruiting information is uploaded in the SharePoint correctly.
• Follow up with supervisors and hiring managers regularly through email and phone, ensuring professional customer service.

Staffing:

• Ensures all aspects of the Onboarding process are conducted efficiently and timely to include requisition packet is in order with all proper documentation, offer position to the selectee, send out and verify all onboarding documents are in order.
• Communicate with Program Managers for FORM 36, schedule drug screenings for applicants, verification of education, Veterans preference, due diligence screenings etc.
• Conducts I-9 requirements, FRS checks, Selective Service and initial Level I & II Background checks. Ensure Administrative Assistant is informed of any changes to track and maintain moving forward.
• Communicates with hiring managers on the status of the onboarding process as well as correlate an appropriate start date with all parties involved.
• Send out email communication to supervisor, requesting start date information to provide to the new hire employee.
• Process all Personnel Action Requests (PAR) for new employees, promotions, demotions, reassignments, retirements, and terminations.
• Initiates “Request for Background Investigation” for new employees needing a CAC for employment.
• Ensures the efficient, timely and cost-effective hiring of qualified applicants, utilizing various resources & state Guidelines.
• Ensure timely and accurate completion of required employment verifications, maintaining accurate documentation for establishment of official personnel records.
• Ensure communication (via email and verbal) is provided to SHR office regarding anticipated employee start dates and confirmed employee start dates.
• Ensures administrative and organizational order for Background Checks, Drug Screenings and Personnel Files.
• Derive performance measurements and HR analytics as required.
• Conducts initial Medical Monitoring Examinations and ensure Safey Coordinator is informed of any changes to track and maintain moving forward.
• Provide Deputy Director and Director of SHRO with accurate information regarding staffing to include staff meeting slide. Manage a communication log.
• Ensure all staffing information is uploaded in the SharePoint correctly.
• Follow up with applicants, supervisors and hiring managers regularly through email and phone, ensuring professional customer service.

Position Description Compliance:

• Review and send New Hire position description for signature. Ensure signed PD is received within 31 days of start date.
• Review and send current employee position description for signature when necessary.
• Review PDs for CAC, Medical Monitoring and Financial Disclosure and provide information for onboarding process.
• Understand various resources on classifying positions accurately. Research through Department of Management Services (DMS), O*NET, Bureau of Labor Statistics (BLS) to ensure PDs are in compliance. Positions needing a desk audit, reclassification or sectional reorganization must be communicated to HR Training Specialist. Provide assistance and brief when necessary.
• Communicate information to Deputy Director for any changes through People First/ORG Management.
• Communicate any changes regarding Organizational Charts for the DMA (Master and Sections) to HR Training Specialist.
• Provide Deputy Director and Director of SHRO with accurate information regarding positions to include staff meeting slide. Manage a communication log.
• Ensure all PD information is uploaded in the SharePoint correctly.
• Follow up with employees and supervisors regularly through email and phone, ensuring professional customer service.

Federal Supervisor System Management

• Provide new Federal Supervisors with Form 711. Use Email templates and ensure suspense dates are provided. Follow up with Supervisor regularly when requesting information.
• Use the ticket system to input and remove Federal Supervisors in People First using proper forms.
• Communicate to SHR office when there is a status change regarding Federal Supervisors.
• Ensure Federal Supervisor are updated on spreadsheet for quick reference on contact information.
• Provide Deputy Director and Director of SHRO with accurate information regarding status of federal supervisors to include staff meeting slide. Manage a communication log.
• Ensure all Form information is uploaded in the SharePoint correctly.
• Follow up with supervisors regularly through email and phone, ensuring professional customer service.

Policy Development, Interpretation, & Administration:

• Assist the HR Director and Deputy Director in reviewing, recommending, interpreting, & enforcing compliance of state and agency HR Policies.
• Takes proactive approach & accountability for researching, analyzing, & overseeing implementation of HR policies that impact DMA employees; ensure consistent, timely, & accurate technical assistance when implementing & interpreting rule, policy, & procedures.

Employee Relations:

• Demonstrate behavioral/competency standards of an HR Professional at the relevant level.
• Demonstrate DMA advocacy when communicating with internal & external customers.

All Other Duties as Assigned

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of the basic principles of personnel administration.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection.
• Knowledge of management principles and practices.
• Ability to plan and organize work.
• Ability to research
• Ability to manage a personnel program.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to gather, analyze and present facts, communicate effectively (both orally and in typing), using tact and courtesy and possess the ability to plan, organize work, and meet deadlines.
• Ability to organize data into logical format.
• Ability to compose correspondence.
• Ability to solve problems and make decisions.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to personnel program functions.
• Ability to prepare reports relating to personnel program functions.
• Skill in fact-finding, problem analysis, problem resolutions, and development of concrete action plans to solve problems.

SPECIAL REMINDERS:

The State of Florida and The Department of Military Affairs participate in the E-Verify program. Federal law requires that all employers verify the identity and employment eligibility of any person hired to work in the United States.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

All members of the Florida Retirement System are required to contribute 3% of their salary on a pre-tax basis.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

The Department of Military Affairs values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged to apply.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.