Human Resources Specialist

2 weeks ago

Jupiter, Florida, United States Town of Jupiter Full time

CLASSIFICATION OBJECTIVE

The objective of this classification is to oversee various Human Resources operations, which may encompass recruitment, onboarding, processing of employment documentation, performance evaluations, benefits management, separations, job specifications, payroll, training, career advancement, and recognition initiatives.

KEY RESPONSIBILITIES

The following tasks are typical for this role. The absence of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Additional responsibilities may be required and assigned.

Interprets, clarifies, and implements all relevant federal, state, and local laws, codes, regulations, policies, and standards; initiates corrective actions as necessary to address discrepancies or violations.

Provides guidance and support to employees, supervisors, managers, and other stakeholders regarding personnel matters, benefits, policies, and procedures; addresses routine inquiries or concerns; facilitates problem resolution.

Manages documentation related to departmental operations, ensuring compliance with established timelines and procedures.

Oversees activities related to employee recruitment and selection; evaluates position requirements and essential functions; prepares job advertisements; coordinates job postings; reviews applications for minimum qualifications and forwards candidate lists to departments; participates in interviews; assists in formulating interview questions; ensures completion of necessary documentation; provides candidates with job descriptions and benefits information; answers inquiries and updates applicants; schedules assessments and explains testing procedures; participates in selection decisions; notifies successful candidates; arranges pre-employment screenings; conducts reference checks; requests background investigations; prepares rejection communications as necessary, ensuring adherence to Veterans' Preference, Equal Employment Opportunity (EEO), Americans with Disabilities Act (ADA), and immigration regulations.

Facilitates the onboarding process for new hires; reviews all necessary hiring documents, including test results and background checks; collaborates with departments on start dates and new hire information; prepares offer letters; coordinates requests for computer and telephone access; schedules orientation sessions; conducts orientations; addresses questions regarding personnel policies and procedures; organizes distribution of new hire documentation.

Coordinates activities related to employee status changes; inputs information into the HRIS/Payroll system in accordance with policies; ensures compliance with promotion and demotion procedures; verifies salary adjustments and ensures accuracy; determines new performance review timelines.

Assists with employee training and development initiatives; serves as a liaison with educational institutions; researches training topics and facilitators; contracts with instructors and organizes training logistics; communicates training opportunities to employees; maintains attendance records.

Provides career development support to enhance employee retention; meets with employees to discuss career aspirations; researches training options to promote career growth; collaborates with department leaders to establish beneficial policies and procedures.

Coordinates exit processes and termination of employment; schedules meetings with departing employees; informs them of benefit termination dates and payout of accrued leave; provides retirees with retirement information; ensures return of company property; notifies relevant departments to terminate access.

Manages performance review documentation; provides necessary forms; verifies signatures on completed reviews; informs management of overdue evaluations; reviews completed forms for unsatisfactory ratings and recommends follow-up actions.

Coordinates recognition programs; researches employee recognition initiatives from other organizations; leads a committee to develop new awards programs; organizes meetings and communications; administers various awards programs; represents the department on recognition committees; coordinates award nominations and selections; maintains publicly displayed recognition materials.

Facilitates all electronic action forms within the Financial Management System.

Provides employment verification as requested.

Distributes FMLA forms and policies to employees for leave requests; verifies eligibility and ensures proper documentation for approval.

Assists employees with insurance billing inquiries; communicates with employees, medical providers, and insurance companies to resolve issues.

Administers employee benefit plans, including medical, dental, life, and disability insurance.

Organizes the open enrollment process; schedules meetings for employees; conducts enrollment sessions; assists new employees with enrollment queries; compiles necessary documentation for payroll processing and submission to insurance providers.

Collaborates with insurance carriers to verify coverage accuracy; processes changes to employee coverages; verifies qualifying events for mid-year adjustments.

Assists employees with claims issues; processes forms for claims and provides necessary information; resolves complex coverage issues with employees and carriers.

Oversees COBRA implementation for continuation of benefits for eligible employees and dependents.

Prepares various forms, reports, correspondence, and documentation as required.

Receives and processes a variety of documentation related to HR functions; reviews and maintains records as appropriate.

Maintains current knowledge of applicable laws and regulations; stays informed of trends and advancements in the HR field; participates in professional development opportunities.

Assists with payroll processing to ensure timely completion; implements corrective actions as needed; provides updates to payroll procedures; contributes to training for employees on payroll matters.

Maintains confidentiality regarding departmental matters.

ADDITIONAL RESPONSIBILITIES

Performs clerical tasks, including answering calls, distributing forms, assembling new hire packets, ordering supplies, typing documents, making copies, and managing mail.

Provides support to other employees or departments as necessary.

Performs other related duties as assigned.

MINIMUM REQUIREMENTS
  • Bachelor's degree in Human Resource Management, Business Administration, Public Administration, or a related field.
  • Three (3) years of experience in human resources administration, recruitment, employee relations, and benefits management.
  • Ability to address complex issues using knowledge gained through experience.
  • Effective communication skills with employees, supervisors, and the public.
  • Proactive approach to all aspects of human resources.
  • Proficiency in Microsoft Office.
  • A valid driver's license is required.
SKILLS AND ABILITIES

Data Utilization: Ability to evaluate and assess data using established criteria, exercising discretion in determining outcomes.

Human Interaction: Ability to influence and coordinate activities among various stakeholders.

Equipment Utilization: Ability to operate tools and equipment necessary for essential functions.

Verbal Aptitude: Ability to utilize a variety of reference and advisory data.

Mathematical Aptitude: Ability to perform basic mathematical operations and calculations.

Functional Reasoning: Ability to interpret instructions and exercise independent judgment.

Situational Reasoning: Ability to make judgments and decisions based on subjective criteria.

ADA COMPLIANCE

Physical Ability: Tasks require light physical effort, with some lifting and extended periods at a workstation.

Sensory Requirements: Ability to perceive visual cues and communicate orally.

Environmental Factors: Essential functions are performed in a standard office environment.

SELECTION PROCESS

Formal application; evaluation of qualifications; interview; background screening; job-related assessments as necessary. The Town of Jupiter is a Drug-Free Workplace and an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities.

The duties listed above are intended as examples of the types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar or related.

This job description does not constitute an employment agreement and is subject to change as the needs of the employer evolve.

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