CITY OF MAITLAND
HUMAN RESOURCES SPECIALIST
NON-EXEMPT

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

PURPOSE OF POSITION:

Performs a variety of routine to complex clerical, professional, behavioral, technical and administrative Human Resources work to accomplish HR goals in support the City’s Office of Human Resources by performing payroll, recruitment, payment of all benefit billings, and the processing of FMLA paperwork. Works under the general supervision of the Human Resources Manager (HRM), with direction from the HR/Risk Management Coordinator (HR/RMC).

ESSENTIAL JOB FUNCTIONS:

Assists the Office of Human Resources to align with the strategic direction of the City while supporting and promoting the organization, helping in the implementation and execution of HR initiatives, programs, and promoting the role of HR as a key business partner.

Provides assistance to the HRM and HR/RMC when needed, in support of organizational goals. Keeps the HRM and HR/RMC informed of personnel matters which impact operations and HR functions which deal with all aspects of human capital management.

Prepares job vacancy announcements talent acquisition using a wide variety of talent sources and methods for external and internal recruitment (i.e. job boards/ads, career fairs) which support effective and efficient approaches to sourcing and recruiting qualified employees. Utilizes available technology to track and maintain employment applications data and keeps appropriate files/records. Processes applicants’ records for the onboarding process, exit process and other related functions associated with the processing of payroll records.

Processes payroll by preparing, reviewing, entering employee personnel actions (i.e. new hires, separations, promotions, transfers, performance reviews and other transactions), entering benefits deduction and updating employee records in the HRIS system (MUNIS). Responsible for reviewing the posting changes while ensuring accuracy and completeness of data entry.

Maintains records and updates benefits documentation, insurance coverages, retirement plans, FMLA tracking of time, notices and documentation, personnel transactions, new hires, promotions, transfers, performance reviews, terminations, to include filing documents properly as well as providing assistance with the processing of COBRA.

Performs audits of benefits premiums collected against benefits invoices. Resolves billing discrepancies and processes invoice payments for the Human Resources division in compliance with City’s purchasing policies. Records retiree payments and processes deposit transmissions.

Supports the HR/RMC with limited risk management duties such as input of claims data into the tracking system, updates and maintaining paper and computer files, and assists with basic claims.

Provides general personnel related information to other agencies and the general public, to include employment verification, both verbally and in writing, filling out employee salary history for mortgage and other miscellaneous information as required.

Maintains the Office of Human Resources Standard Operating Procedures (SOPs), checklists, and reports current and up to date in order to ensure consistency of processes and accuracy of

information. Maintains all personnel related records. Responsible for personnel records retention and compliance with State guidelines. Work requires constant and careful attention to detail and accuracy; reading and understanding documents and reports.

Provides customer service to employees in areas of pay, benefits, and general concerns relating to personnel issues.

OTHER JOB FUNCTIONS:

Maintain high levels of personal and professional integrity promoting core values, integrity and accountability throughout the organization.

Work towards maintaining the HR team’s capacity and flexibility to respond to fluctuating workflows while achieving positive outcomes for the Office of Human Resources in order to

promote teamwork and efficiency within the HR department. Attends seminars and workshops related to duties and responsibilities. Prepares general

correspondence. Provides back-up to other related positions. Performs other duties as assigned.

CRITICAL SKILLS/EXPERTISE:

Knowledge of principles and procedures for talent acquisition, recruitment, selection, training, benefits, employment law, regulations, statutes and personnel information systems.

Working knowledge of modern office practices, systems and procedures; working knowledge of personal computers and electronic data processing.

Ability to carry out assigned projects to their completion in an accurate manner using logic and reasoning; ability to communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with applicants, employees, City officials, and the general public; ability to maintain confidential and sensitive information.

EQUIPMENT USED:

Personal computer, software applications, Microsoft Office with emphasis in Excel, Word, Access; Human Resources Information System (HRIS); telephone; copy machine; scanner; fax machine.

PHYSICAL DEMANDS:

The physical demands described here are representative of 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 the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK LOCATION AND ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work location is in a City Hall office. The noise level in the work environment is moderate to quiet.

MINIMUM QUALIFICATIONS:

Bachelor’s degree in Public Administration or Business Administration, Human Resources Administration or related field. Two to four (2-4) years of experience in a progressively responsible human resources environment or an equivalent combination of education, training, and experience.

Possess the National Incident Management System (NIMS) IS-700.b within 30 days of employment and the IS-100.c and IS-200.c within 90 days of employment. There may be additional NIMS required, which will be schedule by your Supervisor.

Possess and maintain a valid Florida Driver License.