Human Resources Coordinator, Staff Support

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The HR Coordinator HR Staff Support provides advanced administrative operational and financial support to the Human Resources Department and the Vice President Human Resources (VPHR). This position serves as the frontline customer service representative for the HR department in the Winter Haven HR Office supporting employees students and candidates. The position serves as an administrative resource for departmental activities assists with confidential HR processes coordinates purchasing and budget-related transactions and ensures efficient operations through effective communication organizational support and customer service. The incumbent handles sensitive and confidential information supports HR initiatives and projects processes purchase orders reconciles department expenditures and serves as a liaison with internal departments vendors and external partners.

Customer Service and Communications

• Serve as a forward-facing point of contact and provide exceptional customer service for internal and external stakeholders regarding HR administrative matters.
• Ability to establish a positive rapport with colleagues students candidates and community stakeholders in a fast-paced environment through friendly attentive and professional interactions while handling sensitive and confidential information.
• Facilitate communication between the Human Resources Department and other organizational departments.
• Ensure HR communications are compliant with regulations such as accessibility requirements.
• Assist in maintaining department intranet via Share Point.
• Assist with other communications such as newsletters and department emails.

• Provide comprehensive administrative support to the VPHR and Human Resources team.
• Oversee proper attention and maintenance of multiple shared emails and calendars.
• Manage team and leadership calendars scheduling meeting coordination travel arrangements and event logistics.
• Prepare correspondence reports presentations agendas and meeting materials.
• Coordinate department meetings and maintain official records and documentation.
• Track and monitor departmental projects and deadlines.
• Scan label and file documents into official system of record. Maintain digital files.

• Respond to employee inquiries and direct requests to appropriate HR staff.
• Assist with recruitment and onboarding activities including scheduling interviews preparing onboarding materials and onboarding new employees.
• Manage mail intake and distribute in accordance with applicable laws and organizational policies.
• Coordinate and/or support HR programs such as professional development and committee assignments employee engagement initiatives/events training activities and special projects.
• Maintain the confidentiality of personnel information and sensitive organizational data.

• Prepare process and track purchase orders for Human Resources departmental purchases.
• Coordinate procurement requests and ensure compliance with organizational purchasing policies and procedures.
• Process invoices and monitor purchases for accuracy and budget compliance.
• Perform monthly purchasing card (P-Card) reconciliations and expense reconciliations.
• Maintain records of expenditures and prepare reports related to departmental spending.
• Work closely with Finance Accounts Payable and vendors to resolve purchasing and payment discrepancies.
• Assist the VPHR in monitoring departmental budgets and expenditures.
• Maintain organize and purchase department supplies.
• Complete Requests for Personnel Action as needed for new hires internal moves and stipends.
• Prepare mileage reports and process other reimbursement documents as needed.

• Ensure compliance with applicable organizational policies and procedures.
• Learn and support compliance with federal state and local employment regulations.
• Support audits and provide documentation as requested.
• Ensure regulatory poster posting compliance.
• Assist with employee file and public records requests as needed.

• Participate in special projects and departmental initiatives.
• May assist at job fairs or other HR functions.
• Perform related duties as assigned.

Required Knowledge Skills and Abilities

• Knowledge of office administration and business support practices.
• Exceptional customer service skills with the ability to create a welcoming engaging environment and positive interpersonal interactions.
• Advanced organizational and relationship-building skills with high emotional intelligence.
• Knowledge of human resources principles practices and confidentiality requirements.
• Knowledge of purchasing invoice processing budget tracking and reconciliation procedures.
• Proficiency with computer software and virtual communication platforms including but not limited to Microsoft Office 365 (Word Excel Outlook PowerPoint Teams Zoom and WebEx.
• Ability to prepare reports and maintain accurate financial and administrative records with strong attention to detail.
• Ability to manage multiple assignments priorities and deadlines.
• Ability to exercise sound judgment maintain confidentiality and work independently follow processes with little direction.
• Strong written and verbal communication skills.

• Notary Public or willingness to become a Notary Public.

• This position is a full-time on-campus position located at our Winter Haven campus and will occasionally travel between College campuses and community locations as necessary. (Remote/hybrid options are not available.)
• Weekend and evening work may be required.
• Position may occasionally be required to work during College closures (such as winter/spring break holidays and inclement weather closures).
• Reliable transportation is required for travel to campuses centers and community locations. Possession of a valid Floridas Drivers License is required (or must be eligible to obtain a Floridas license within 30 days).
• Typical physical competencies include but are not limited to frequently remaining stationary moving reaching positioning self and occasionally ascending/descending lifting/moving objects weighing between 10-15 pounds.
• This job also entails frequently communicating discerning and exchanging information detecting and perceiving objects up close at a distance and the ability to adjust focus.
• Cognitive abilities include but are not limited to frequently using discretion judgement reasoning memory learning maintaining confidentiality comprehension problem solving and decision-making.

• This position is level P12.

• Associate degree in Business Administration Human Resources Public Administration Accounting Finance or a related field.

• Three (3) years of increasingly responsible administrative support experience.

• High School Diploma (or equivalent) with 5 years of increasingly responsible administrative support experience.

• Bachelors degree in a related field preferred.
• Professional certification related to administrative support human resources or public administration preferred.

• Experience supporting executive level leadership.
• Experience working in a Human Resources department.
• Experience with ERP HRIS purchasing and financial management systems such as Ellucian Banner NEOED/NEOGOV or Etrieve software.
• Experience with purchasing accounts payable budget administration or financial reconciliation.
• Experience working in higher education environments.
• Experience supporting or planning events and/or engagement activities.

Submissions that do not include all parts of the following required information will not be considered:

• a resume.
• an electronic job application (all sections MUST be completed).

• 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.
• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
• To request Veterans Preference please be sure to upload all necessary documents (DD-214 etc.) to your application.
• Polk State College is a drug-free workplace.
• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis.
• Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g. F-1 STEM OPT H-1B TN J1 etc.) will not be considered.
• Reference checks successful completion of a background check and third-party Education Verification for all stated degrees will be required prior to employment.
• Polk State College does NOT provide relocation assistance for this position.

Polk State College does not discriminate on the basis of race color national origin sex disability or age in its programs activities or employment. For information about the Colleges equal access and equal opportunity policies and procedures or to file a complaint please contact:

Title IX Coordinator

3425 Winter Lake Road

Lakeland FL 33803

863.669.2903

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