HR Administrative Specialist

Overview

The purpose of the class is to provide highly skilled administrative and technical work and office support to the Human Resources Department. The class is responsible for providing high-level administrative support to the department director, overseeing or performing major office functions, supporting staff with various HR functions such as recruitment, benefits, and training, providing information, serving customers, maintaining files, processing invoices, budget, preparing correspondence, data entry, supporting elected officials and boards, special projects, and performing other office tasks as assigned.

• Provides detailed, complex administrative support to the Department Director, which requires high levels of discretion and independent judgment.
• Handles sensitive and confidential information, which includes City personnel issues, benefits, employee personnel and medical files, discipline, and performance evaluations.
• Greets customers, clients, or general public; provides or gathers information; provides services or refers to appropriate person or activity.
• Answers phones and routes calls, answers questions, and takes messages.
• Assist the HR Analysts with job postings, applicant tracking and employee recruitment and selection processes.
• Processes public records requests in collaboration with HR Coordinator.
• Responds to routine City policy questions.
• Provides backup administrative support to the City Manager’s office.
• Maintains office files in accordance with state records retention schedules.
• Coordinates and maintains service award program.
• Oversees or prepares forms, letters, booklets, brochures, reports, purchase orders, board meeting agendas, and other forms or records and correspondence as required.
• Gathers information for entry into computer system; extracts information or reports as necessary.
• Processes all department billing information and payment requests; audits and monitors billing accounts; resolves problems with billing; and assists with the preparation and input of budget information.
• Oversees office functions such as dept payroll, personnel records, financial and business processes, inventories, budgets, training, contracts, public information, special projects or events, and others as assigned.
• Acts as backup to HR Coordinator and assist as needed.
• Maintains schedules and calendars for director and staff; makes travel arrangements; schedules and/or attends training seminars or classes; plans and coordinates social events such as receptions and luncheons.
• Attends board and committee meetings; prepares minutes as needed.
• Oversees or processes incoming and outgoing mail and routing to appropriate person or office.
• Maintains supply inventories; orders supplies as needed; prepares purchase orders; pays invoices; operates and performs minor maintenance on office equipment.
• May supervise staff including training, assigning and evaluating work.
• Performs other duties as may be assigned by the department director and other department staff.

• Requires a high school diploma or GED, with some college or technical school coursework; three (3) years’ experience in public or business administration or related subject and two (2) years local government administrative experience, preferred; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
• Four years of administrative and office experience.
• Demonstrated experience with word-processing applications (e.g., Microsoft Word) and spreadsheets (e.g., Microsoft Excel). Ability to work in a fast-paced environment with attention to detail and exercise high levels of discretion and judgment. Must possess strong organizational skills.
• Strong computer skills and experience with a multi-departmental finance and accounting system.
• May require occasionally working outside regular business hours.
• LICENSE/CERTIFICATES:
  Special Certifications and Licenses refer to state, federal, or professional certifications or licenses required entering or maintaining the job.
• Must possess a valid Florida driver’s license and satisfactory driving record as a condition of initial and continued employment.
• Notary Public (preferred) or ability to acquire upon employment.
• Special skills or equipment certification may be required.