Overview
ADMINISTRATIVE ASSISTANT I Jobs in Tampa, FL at The State of Florida
Hiring Range: $68,035.00 – $83,908.00
Salary Range: $68,035.00 – $91,847.00
Summary
Under the general direction of the Director of Human Resources, the Human Resources Administrative Coordinator is responsible for performing a variety of specialized, complex, and confidential work in support of Town staff and the Human Resources department. This position requires proficiency in the use of computer programs in the performance of the incumbent’s duties. This position handles confidential and sensitive materials, composes and prepares correspondence using considerable judgment in content and style, and performs data entry.
Click the links to view the Town of Firestone Employee Benefits Guide and Employee Premium Guide.
Essential Duties and Responsibilities:
The below list is intended to illustrate the responsibilities of the position and is not all-encompassing. The Town may change these duties at any time.
Performs routine tasks required to administer and execute a variety of human resource functions, including but not limited to recruitment, onboarding, employee records, compensation, benefit administration, and leave recordation and administration
Assists in the coordination of the recruitment process including job postings, scheduling interviews and maintaining applicant records
Assists the Recruiter with securing an interview panel and securing dates/times and preparation of recruitment materials
Processes and maintains accurate employee records in the Human Resources Information System (HRIS) ensuring confidentiality and compliance with relevant laws
Demonstrates a continuous effort to improve operations, increase efficiencies, and work collaboratively to provide quality customer service to both internal and external customers
Assists with data audit program to ensure data integrity and practices consistent with privacy standards of both internal and external reporting
Assists Analyst(s) with making recommendations regarding solution of problems related to implementation of the HRIS and record retention system
Collaborates with Analyst(s) on projects and initiatives that contribute to data-driven recommendations
Handles employment-related inquiries from applicants, employees, and managers and escalates matters when necessary
Coordinates all new hire processes to include the issuance of conditional employment offers; coordination of new hire pre-employment screenings, i.e., background checks, and employee references; employee portal enrollment; and conducts employee orientation for new hires
Provides direct administrative support to the department, including research, spreadsheets, preparation of complex documents and database administration, presentations, schedules department meetings, and events as assigned
Oversees the coordination of department records and reports for meetings, notices, agendas, and other matters; ensures proper approvals are obtained, and Town and department policies are followed
Processes personnel change notices and maintains accurate records in the Town’s personnel database
Manages special projects administering contracts and agreements for the department, including compliance regarding proper authority, record keeping, and renewals; works independently with contractors; manages projects, identifies project participants, maintains project documents, establishes agendas, sets timelines, monitors, and reports on the progress of assigned projects
Compiles and prepares data for studies, surveys, and reports and coordinates departmental activities with other departments as requested and assigned
Works with the Finance department regarding the processing of invoices and other finance-related activities
Maintains department records and document management programs and related applications, including Laserfiche and UKG Ready.
Uploads and maintains personnel records and files to comply with Town standards, compliance regulations, and record retention standards
Participates in working groups and represents Human Resources as a member of the Internal Resources Team and other committees
Serves on other Town-wide committees and may assist with employee special events associated with service to those committees and the community
Responsible for updating content on the department web page
Participates in ongoing training for personal and professional development
Knowledge, Skills, and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The requirements listed below are representative of the knowledge, skills, and/or abilities required:
Knowledge of procedures, policies, rules, and regulations governing administrative functions
Computer literacy, especially in word processing and database/spreadsheet programs, HRIS systems and document management
Ability to make independent decisions and assist in routine managerial decisions
Ability to work effectively with other employees, vendors, contractors, and the general public
Ability to maintain confidentiality of sensitive personal information of applicants, employees, former employees, and other matters affecting employee relations
Good problem-solving skills that include the ability to analyze and resolve a variety of personnel issues, understand their scope of authority when making decisions, and recognize the need to escalate
Knowledge of HRIS systems and ability to collect and analyze data
Understanding of Human Resources metrics and how they contribute to and support organizational decision making
High level of attention to detail and accuracy in data handling
Ability to conduct complex research on a wide variety of human resources topics as assigned
Prepares efficient documents, reports, correspondence, and other written materials
Ability to multi-task, effectively organize assigned duties, manage time effectively, and work within deadlines/meet various conflicting demands
Ability to establish and maintain effective working relationships with management, other employees, and the general public
Ability to work both collaboratively and independently
Ability to work in an environment with ongoing interruptions and distractions
Ability to communicate clearly and effectively in person, over the phone, and in writing
Education and Experience:
High school diploma or equivalent is required
Bachelor’s Degree is preferred
Three (3) years of responsible administrative work preferably in the public sector, including exposure to personnel management
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Records management experience preferred
A combination of education and experience may be considered
Licenses/Certifications:
Valid Colorado Driver License and satisfactory driving record required
Notary Commission may be required
Physical Activities:
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Body Movement:
While performing the duties of this job, the employee is consistently required to sit, frequently stand and walk, use hands and fingers to handle, feel or operate objects, and occasionally stoop, kneel, crouch, or crawl. The employee is occasionally required to reach with hands and arms.
On rare occasions, the employee may be required to climb and balance. The employee must occasionally carry, pull, push, or lift up to 20 pounds.
The employee must be physically able to operate various computers and office equipment successfully to fulfill the essential functions of this position.
Vision:
Employees must be able to consistently see with near and far acuity, depth perception, color vision, and field vision.
Hearing:
Employees must have the ability to hear, understand, and distinguish speech and/or other sounds (e.g., machinery, telephones, doorbell, alarms); communicate clearly and effectively; understand and be understood; be able to consistently engage in ordinary conversations.
At the Town of Firestone, we recognize the contributions each employee makes to assist us in achieving Town-wide goals. Because of this, we are committed to providing our employees with a total compensation package comprised of benefits, financial security, and work/life balance. Our benefit package includes:
Medical – You may choose from (3) Medical Plans under Cigna’s Open Access Plans (OAP) which includes (2) High Deductible Health Plans (HDHP) and (1) Preferred Provider Organization (PPO) plan
Dental – Employees are eligible for 100% premium -employer-paid dental coverage through Delta Dental
Vision – Employees are eligible for 100% premium -employer-paid vision coverage through VSP
Employer-paid supplemental benefits include:
Group Life and AD&D Insurance
Short-Term & Long-Term Disability
Employee Assistance Plan
Paid Time Off
Extended Paid Leave (EPL) accrued up to a maximum of 280 hours
Thirteen (13) Paid Holidays
Sixteen (16) hours of Paid Volunteer Leave
HSA Contribution to Choice Plan HDHP
Employee Education Assistance/Reimbursement up to $2,000 annually
Membership to Firestone Anytime Fitness and Carbon Valley Recreation Center
Training and development for Certification and Licensure programs
National and/or Statewide Association Affiliation fees
Professional Retirement Assessment Assistance
Flu-Shingles-Covid Vaccination Clinics
You are also able to elect supplemental benefits at the employee’s cost, which include:
Accident/Critical Illness and Hospital Indemnity Coverages (employee elected/paid)
Voluntary Life and AD&D Coverage for Employee/Spouse and Dependents (employee elected/paid)
Cyber Security Coverage through Norton LifeLock (employee elected/paid)
SPOT Pet Insurance (employee elected/paid)
Verizon discount program
In compliance with 41 CFR 60-2 The Town of Firestone provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, military service, or any other characteristic protected by applicable federal, state, or local laws and Town ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.
The Town of Firestone expressly prohibits any form of unlawful harassment or discrimination. Any person with questions or concerns about the Town’s practices relative to equal employment opportunities is encouraged to bring these matters to the attention of the Human Resources department.
The Town of Firestone’s Affirmative Action Plan manages and ensures that equal employment opportunities are available to all applicants and employees.
Title: ADMINISTRATIVE ASSISTANT I
Company: The State of Florida
Location: Tampa, FL
