Human Resources Administrative Secretary

Department:

Business Services - Human Resources

Reports to:

Human Resources Manager(1026)

Pay Grade/Salary Range:

104- $36117.90- $57788.64 (Hourly $17.36 - $27.78)

Posting Expires:

Until Filled

GENERAL DESCRIPTION:

A skilled administrative position responsible for assisting the Human Resources division with complex administrative clerical and reception duties and coordinating and completing various personnel functions.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned.

Greets all individuals as they enter the waiting area.
Receives sorts and routes incoming mail and correspondence to appropriate staff.
Operates a multi-line phone system to include answering incoming calls directing callers to the appropriate department and taking messages for staff.
Assists the HR Manager and staff as needed performing duties of an administrative nature.
Prepares correspondence independently completes forms and other required documents.
Responsible for appearance of the lobby area.
Schedules interviews maintains Human Resources calendar and is responsible for the assembly and breakdown of interview packages.
May conduct interviews with applicants depending on staff availability. Inform selected candidates and schedule Onboarding.
Prepares initial personnel files.
Conducts background checks (MVR HCSO Records FDLE Records business and personal references education and military service documents).
Assists with former and current employee references and income verification requests.
May prepare Personnel Action Forms and other related documents required to report employee changes.
Respond to public record requests prepares & maintains paper and electric files per Florida Statutes for record retention.
Assist with Record Retention duties.
May prepare agendas information and minutes for the Employee Awareness Committee.
Sets up and maintains functional paper and electronic file systems. Files letters reports and related information in the prescribed manner.
Assists in special events as directed.
Maintains a professional and safe unit and work area adhering to established safety policies and the image desired for the organization.
Consistently follows Board policies and procedures.
Responds productively to change and performs all other related tasks as directed.

KNOWLEDGE SKILLS AND ABILITIES:

Knowledge of Personnel Rules and Regulations.
Knowledge of general office practices and procedures and principles of excellent customer service.
Skill in mathematics and tabulations required for inputting payroll and processing time sheets.
Basic knowledge of current laws regulations and policies regarding: Americans with Disabilities Act Fair Labor Standards Act Workers Compensation Equal Employment Opportunity HIPAA Title VI and Title VII Labor Relations practices and immigrant employment.
Ability to communicate effectively both orally and in writing and in preparing written correspondence.
Basic skills in interviewing applicants.
Ability to maintain effective working relationships with co-workers supervisors managers directors Elected Officials vendors and the public.
Ability to utilize computer software programs including Microsoft Office Suite (Word Excel PowerPoint) financial and payroll software and timekeeping software.
Ability to operate a variety of office equipment.

PHYSICAL SKILLS:

Must be able to remain in a stationary position for 50% of the time. Must be able to frequently position self to reach files and other office items located on low shelves or the floor. Must be able to inspect and assess daily email and postal mail correspondence. Frequently communicates with the public vendors and co-workers. Must be able to exchange accurate information in these situations. Frequently operates various types of office equipment to include but not limited to a computer and copy machine. Occasionally ascends/descends stairs. Rarely moves materials and office equipment weighing up to 25 lbs. Constantly works in an indoor environment. Rarely works in inclement outdoor weather conditions. Rarely operates motor vehicle for up to four (4) hours continuously or intermittently.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

Graduationfrom high school or possession of an acceptable equivalency diploma and a minimum of two (2) years of experience in a secretarial or customer service field. One (1) year of experience in Human Resources is preferred. One (1) year of experience performing general receptionist duties is required.

LICENSES CERTIFICATIONS OR REGISTRATIONS:

Must possess and maintain a valid Florida Drivers License.

OTHER JOB-RELATED REQUIREMENTS:

Disaster Essential.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age race sex religious belief color national origin disability/handicap gender gender identity sexual orientation genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment