Human Resources Specialist

CLASSIFICATION OBJECTIVE

The classification aims to oversee various Human Resources operations, which may encompass recruitment and selection, onboarding of new employees, processing electronic action forms and status modifications, performance evaluations, benefits management, terminations, job descriptions, payroll, training and development, career advancement, and recognition programs, among other responsibilities.

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 tasks may be required and assigned.

Interprets, clarifies, and implements all relevant federal, state, and local laws, codes, rules, regulations, policies, procedures, and standards; initiates necessary actions to rectify deviations or violations.

Provides guidance and support to employees, supervisors, managers, directors, or other individuals regarding personnel matters, benefits, policies, procedures, timelines, forms, or other issues; addresses routine inquiries or complaints; initiates problem-solving.

Handles a variety of documentation associated with departmental operations, adhering to designated timelines and established procedures.

Facilitates activities related to employee recruitment and selection; assesses position requirements and identifies essential functions; prepares job advertisements for publication; provides position details for online postings; receives applications and resumes; evaluates applications for minimum qualifications and refers a list of candidates to departments; participates in panel interviews; assists in formulating interview questions; ensures completion of required documentation; provides benefits information and job description outlines to candidates; answers inquiries and provides updates to applicants; schedules assessments and explains testing procedures to candidates; determines necessary skill sets; engages in selection decision-making; notifies selected candidates; coordinates pre-employment physical examinations and drug testing; conducts personal and employment reference checks; requests background investigations; prepares rejection letters to be sent through the applicant tracking system as appropriate; ensures compliance with guidelines related to Veterans' Preference, Equal Employment Opportunity (EEO), Americans with Disabilities Act (ADA), and Department of Immigration & Natural Services (INS) requirements.

Oversees the onboarding process for new employees; reviews all necessary documents for hiring, including test/exam results, background screenings, and references; collaborates with departments on start dates and new hire information; prepares offer letters; sets up requests for computer/telephone access for new hires; schedules general orientation and benefits orientation sessions for new hires; conducts orientations; addresses questions related to personnel codes, policies, and procedures; coordinates distribution and mailing of all new hire forms.

Manages activities involving status changes; inputs all information into the HRIS/Payroll system in accordance with policies and procedures; ensures promotions/demotions comply with policies and procedures; verifies salary adjustments and ensures accuracy of information; determines new performance review dates.

Assists with employee training and development activities; serves as the liaison with various educational institutions; researches potential training topics and facilitators; contracts with instructors and coordinates training subject, location, and timing; communicates training and education opportunities to employees; maintains attendance records through a document management system.

Provides career development counseling to enhance employee retention; meets with employees to discuss career path goals; researches training options to support career path development; collaborates with department directors to establish policies and procedures beneficial to both employees and the organization.

Coordinates activities related to out-processing and termination of employment; schedules and organizes meetings with departing employees; informs departing employees of benefit termination dates and payout of any vacation/sick time balances; provides retirees with retirement information and application forms; shares information regarding continuation of benefits, eligibility for benefits, and premium amounts; verifies return of any company-issued property; advises COBRA administrator to initiate COBRA notification letters; oversees COBRA premium payment processes; notifies the Information Systems Department of departure dates to terminate computer access.

Manages the processing of performance review forms; provides forms for performance evaluations; verifies signatures on completed performance review forms prior to processing; informs directors of any overdue probationary reviews; reviews completed forms for marginal or unacceptable ratings and makes recommendations for appropriate follow-up.

Coordinates activities related to awards and recognition programs; researches employee programs offered by other municipalities and organizations; creates and leads an employee committee to review/create new awards/recognition programs, and arranges such meetings, agendas, and communications; develops and administers various awards programs; represents the department on special Employee Recognition and Employee of the Quarter Committees; coordinates Employee of the Quarter awards, including collecting nominations and forwarding to the Committee for review; disseminates selection information to all employees; orders and maintains publicly displayed plaques; captures photographs at Council meeting presentations; coordinates Special Recognition Awards, including collecting nominations and distributing materials to the Committee for review and coordinating Length of Service Awards.

Coordinates and initiates all electronic action forms in the Financial Management System.

Provides verification of employment by telephone, fax, or mail for authorized requestors.

Supplies FMLA forms and administrative policy to employees for leave requests; verifies eligibility for leave and ensures attachment of proper documentation for director's approval.

Assists employees with insurance billing issues as needed; communicates with employees, medical providers, and insurance companies to research and resolve problems.

Administers employee benefit plans for medical, dental, life, long-term disability, vision, supplemental insurance, or other insurance coverages.

Organizes the open enrollment process for employee enrollment; schedules all employees to attend open enrollment meetings; conducts open enrollment meetings and new employee orientation; assists new employees with enrollment issues; meets with specific employees with unique insurance needs; compiles and organizes enrollment/change forms, beneficiary designation forms, or other documentation for payroll implementation and submission to insurance carriers.

Collaborates with insurance carriers to verify accurate insurance coverages for employees; compiles miscellaneous changes to employee coverages; verifies qualifying events for mid-year coverage changes.

Assists employees with coverage and claims issues; processes employee forms for death claims and assists staff with closing of claims; provides employer claim information as appropriate; resolves complex coverage issues and claims matters with employees and carriers; contacts providers for resolution of coverage/claim issues; works with agents to clarify contractual coverage issues or rectify special claim issues.

Oversees COBRA implementation for continuation of medical/dental insurance by terminated employees or employees/dependents who no longer meet eligibility requirements; administers continuation of supplemental insurance coverages.

Prepares or completes various forms, reports, correspondence, employee action forms, job postings, advertisements, testing selections, offer letters, records requests, agendas, travel reports, check requests, purchase orders, budget documents, newsletters, charts, or other documentation.

Receives various forms, reports, correspondence, job applications, resumes, employee action forms, salary surveys, new hire reports, FMLA reports, timesheets, budget reports, payroll audit reports, invoices, professional publications, personnel codes, policies, procedures, laws, handbooks, manuals, reference materials, or other documentation; reviews, completes, processes, forwards, or retains as appropriate.

Maintains a comprehensive, current knowledge of applicable laws and regulations; stays informed of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Assists with regular processing of the organization's payroll activities; ensures processing is completed within required timeframes; determines corrective actions and dates for retro changes; implements changes to correct benefits, deductions, third-party sick pay, additional pays, garnishments, accruals, and tax information; provides maintenance and updates to the payroll procedures manual; initiates actions necessary to correct policy deviations or violations related to payroll; contributes to payroll-related training sessions for employees.

Maintains confidentiality of departmental issues and documentation.

ADDITIONAL RESPONSIBILITIES

Performs general clerical tasks, which may include answering telephone calls, distributing applications/forms, assembling new hire packets, ordering office supplies, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

MINIMUM QUALIFICATIONS

• Bachelor's degree in Human Resource Management, Business Administration, Public Administration, or a closely related field.
• Three (3) years of previous experience/training that includes human resources administration, recruitment, employee relations, and benefits administration.
• Ability to handle complex problems encountered using knowledge acquired through training and experience.
• Effective communication skills with employees and supervisors, elected officials, outside agencies, and the general public.
• Proactive approach to all aspects of human resources.
• Proficient in the use of Microsoft Office.
• A valid driver's license is required. For application purposes, a valid driver's license from any state (equivalent to a State of Florida Class E) may be utilized with the ability to obtain the State of Florida driver's license within thirty (30) days from date of employment.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

SELECTION GUIDELINES

Formal application; evaluation of education, training, and experience; oral interview; background and reference screening; job-related tests as deemed 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 and encourages both prospective and current employees to discuss potential accommodations with the employer. Consideration for this position requires a credit and background check.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

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.

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