Human Resources Assistant

The purpose of this position is to Performs administrative work in support of the planning, organizing and implementation of the City's Human Resources programs.
This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Provides front-line customer service; manages the department’s main phone line, greets visitors, and responds to general inquiries from current and former employees, applicants, and the public. 
• Assists in compiling records in response to public records requests and audits. 
• Supports the recruitment process, including candidate communications and applicant follow-up. 
• Tracks and reviews personnel action documents and forms for accuracy prior to final signatures and entry into the HRIS. 
• Assists with training and development logistics, including ordering supplies, scheduling sessions, and maintaining training records. 
• Completes employment verifications for current and former employees. 
• Provides general information regarding City and department policies, programs, and procedures; refers complex inquiries to appropriate HR staff. 
• Receives, sorts, and distributes incoming mail and prepares outgoing correspondence, including electronic and facsimile transmissions. 
• Prepares reports, spreadsheets, surveys, correspondence, and other documents as assigned. 
• Gathers, compiles, and processes documentation required for purchase requisitions, contracts, and invoices; submits to Accounts Payable and reviews for accuracy. 
• Creates and maintains employee personnel and benefits files; ensures timely and accurate filing of documents. 
• Maintains strict confidentiality of sensitive employee and organizational information. 
• Assists in coordinating City-wide training programs and events. 
• Serve as HR department representative on various city-wide committees.
• Maintains organization, storage, and retention of active and terminated employee records; processes monthly termination reports and coordinates records storage in compliance with public records requirements in collaboration with the City Clerk’s Office. 
• Performs general clerical duties, including copying, scanning, and faxing documents. 
• Monitors office supply levels; orders and maintains inventory of supplies and equipment. 
• Performs specialized administrative duties in support of HR operations, exercising judgment within established guidelines. 
• Provides administrative support for HR programs, including performance management, wellness initiatives, and employee engagement efforts. 
• Assists with special projects for HR leadership and staff as assigned. 
• Identifies and recommends process and procedural improvements. 
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Graduation or GED equivalent.
• Two (2) years of administrative support experience in a human resources office, or an equivalent combination of education, training and experience.
• Must possess and maintain a valid state driver’s license with an acceptable driving history.
• Intermediate knowledge of Microsoft Office products (Word, Outlook, PowerPoint, and Excel)
• Prior HR work experience working in fast-paced, high-volume of paperwork environment in a large organization with a minimum of 200 employees required.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to create Excel documents, including compiling, manipulating and merging data  
• Ability to create PDF documents from various file formats. 
• Ability to maintain strict confidentiality and exercise discretion with sensitive personnel information. 
• Ability to interpret and apply policies, procedures, and regulatory requirements. 
• Ability to establish and maintain effective working relationships with employees, applicants, vendors, and the public with tact and professionalism, including those that may be distraught, discourteous or irritated.
• Ability to identify discrepancies and ensure accuracy in data entry and documentation. 
• Ability to work independently while also supporting a collaborative team environment. 
• Ability to adapt to changing priorities and organizational needs in a municipal setting. 
• Ability to provide sound administrative support using judgment within established guidelines.
• Knowledge of office practices and procedures
• Ability to manage multiple calendars/schedules 
• Skilled in providing effective customer service in a high-volume, public-facing environment. 
• Skilled in organizing, tracking, and maintaining detailed records with a high degree of accuracy. 
• Skilled in using computer applications, including finance, HRIS, records management and applicant tracking systems.
• Skilled in preparing reports, correspondence, and spreadsheets. 
• Skilled in managing multiple priorities, deadlines, and administrative processes simultaneously. 
• Skilled in communicating clearly and professionally, both verbally and in writing.
• Strong interpersonal skills to establish and maintain effective relationships. 

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

• None.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.