Administrative Specialist - Human Resources

Manatee County (FL)•Bradenton, FL

37d•$18 - $23•Onsite

About The Position

Provides administrative support to a division or section. Ensures efficient and smooth day-to-day operation of the division or section. Human Resources This assignment provides comprehensive administrative support to the Human Resources Department, including the Employee Health Benefits division. Work includes serving as the primary point of contact for the HR Department, greeting visitors, directing phone calls, and providing customer service to employees, applicants, and health plan members. The position monitors and responds to multiple shared email accounts; maintains the department's shared calendar of events, meetings, and trainings; and supports departmental leadership through scheduling, correspondence, filing, and document preparation. Responsibilities include submitting internal work orders, completing employee travel forms, coordinating approvals, posting recruitment and engagement content on HR social media channels, preparing reports and meeting minutes, and coordinating use of the conference rooms. The role maintains and updates department databases, organization charts, electronic and hard-copy files, and electronic personnel records in OnBase; creates employee photo ID badges; assists with employment verifications; oversees the front desk and lobby; manages supply inventory; and provides backup for public records requests. Support for the Employee Health Benefits division includes creating digital and print materials for wellness events, performing data entry for wellness and incentive programs, processing vendor invoices, administering electronic signage content, assisting with benefit enrollment and qualifying event processing, and providing general customer service to Manatee YourChoice Health Plan members. Working Conditions Typical indoor office environment. Sitting for long periods of time, working on computer. Lifting equipment or supplies up to 25 pounds alone and up to 50 pounds with assistance. Position requires visual acuity and depth perception, as well as ability to hear and identify sounds. Occasional high stress situations. Occasionally required to work other than normal business hours.

Requirements

High school diploma or equivalent.
Two (2) or more years of administrative experience supporting mid-level management.
Valid driver's license required with valid Florida driver's license required within 30 days of hire.
Able to prioritize tasks, deal effectively with competing and changing priorities, and meet deadlines.
Accurate, detail-oriented, and organized.
Able to resolve routine situations and problems.
General knowledge and understanding of modern office procedures.
General knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities.
General knowledge and understanding of computer systems and software applications required to perform job duties.
Good verbal and written communication skills and interpersonal skills in order to interact professionally and effectively with staff, management, vendors, and other stakeholders.
Able to communicate information that requires some explanation or interpretation.
Capable of working under moderate supervision.

Nice To Haves

Previous accounting or fiscal experience desired for those positions with fiscal responsibilities.

Responsibilities

Greets and directs visitors. Acts as first point of contact for visitors on management's behalf.
Answers and directs phone calls. Maintains phone lists and organization charts. May perform receptionist duties, as needed.
Plans, organizes, and schedules appointments and meetings for management. Attends meetings to take minutes and document follow up actions, as requested. Maintains division and/or section calendars.
Prepares correspondence, reports, letters, and meeting minutes for management as assigned. May prepare agenda items for Board of County Commissioners meetings.
Maintains division or section files and records, including some that may be sensitive and/or confidential. Ensures all records retention requirements are met.
Updates and maintains office policies and procedures.
Maintains office supply inventory. Orders supplies as needed and authorized.
Makes travel arrangements for management and other employees as directed. Facilitates travel approvals and reimbursements. Reconciles expense reports.
May be assigned certain fiscal duties such as monitoring expenditures, preparing audit slips, receiving on invoices, and initiating purchase and release orders.
Attends job-specific training classes as assigned by supervisor.
Performs other related work (including weather or other extreme emergency duties) as required.