Administrative Technician - Human Resources & Risk Management

City of Panama City Beach•Pcb, FL

8d•Onsite

About The Position

Under general supervision, the Administrative Technician works closely with Human Resources staff to support recruitment, selection, onboarding, offboarding, training, workers’ compensation, communications, and related functions. The position also provides backup support to receptionist and administrative staff and performs customer service and receptionist duties for City Hall. The role provides administrative and technical support to Human Resources and Risk Management. Work is guided by City and department policies, employee benefit guidelines, and records retention schedules. The position reports to the Human Resources & Risk Management Director, with functional direction and supervision from the Senior Human Resources Analyst and Safety and Risk Manager. Completed work is spot-checked for compliance with instructions and procedures, accuracy, and propriety. There are no supervisory or management responsibilities. The work is typically performed in an office and is mostly sedentary. The employee is required to talk, hear, use fingers, and make repetitive motions; occasionally exert up to 20 pounds of force; occasionally stoop, kneel, crouch, walk, and stand; and have close visual acuity.

Requirements

High school diploma.
Two years of related experience.
Notary Public for the State of Florida, or ability to obtain it within six months of employment.
Knowledge of customer service principles and practices, computers and job-related software, grammar, punctuation, spelling, and City and department policies and procedures.
Ability to provide high-quality customer service; develop and maintain accurate records and filing systems; enter and maintain data accurately; and ensure timeliness, completeness, and quality control.
Ability to handle sensitive information confidentially and professionally, respond with tact and courtesy in stressful circumstances, and work cooperatively in a team environment.
Ability to prioritize work, meet deadlines, manage concurrent assignments, maintain focus and accuracy on routine or repetitive tasks, and adapt to interruptions and changing priorities.
Ability to compile information and prepare detailed reports; interpret and comply with policies and procedures; maintain appropriate keyboard skills; and communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships with City employees, insurance providers, governmental agencies, and the public.

Nice To Haves

Associate degree in human resources, business, database management, or a related field from an accredited college or university.
Previous Human Resources experience.
Experience with NEOGOV and UKG.
Equivalent combinations of education and experience may be considered.

Responsibilities

Advertise vacant positions, attend job fairs, screen selected applications for minimum qualifications, schedule interviews, assist with background investigation requests, and complete education verifications and reference checks when requested.
Draft conditional job offer letters; answer applicants’ questions; coordinate drug testing and other pre-employment tests; and coordinate hire dates with departments as needed.
Initiate and coordinate onboarding paperwork, reconcile and code background and medical-testing bills, support the applicant tracking system, close recruitment files, and purge recruitment records according to the retention schedule.
Help ensure recruitment, onboarding, offboarding, and other Human Resources documentation is complete; prepare employee paperwork for payroll and personnel files.
Respond to questions from hiring managers, applicants, employees, and customers about forms, programs, recruitment, vacancies, policies, and procedures.
Support workers’ compensation and property and liability claims; communicate with injured workers about filing claims and follow-up; ensure required paperwork is provided to the City’s insurance carrier; and liaise with City departments.
Monitor low-level Medical Only claims and provide direction to adjusters as needed.
Assist with the DOT random drug testing program, including coordinating initial paperwork and testing with the occupational clinic and supervisors.
Maintain Commercial Driver’s License renewals and physicals, obtain renewal confirmations, and add or remove assets from insurance.
Assist with Certificate of Insurance tracking and management for contractors, suppliers, and other parties; monitor expirations, request renewals, and follow up as needed.
Perform administrative support, including data entry, typing, filing, reviewing and processing paperwork, maintaining logs, scanning, photocopying, and researching record inconsistencies.
Type and proofread correspondence, memoranda, reports, job descriptions, communications, resolutions, policies, schedules, and records from prepared or handwritten copy.
Generate statistics; track, research, collect, compile, and analyze data; prepare supporting charts and reports; verify report accuracy; collate reports; and request additional information as needed.
Create organizational charts, assist with special projects and comprehensive reports, and coordinate meetings, appointments, workshops, activities, and events, including catering, setup, and cleanup as applicable.
Coordinate or track vacation calendars and travel arrangements as needed.
Review incoming paper and electronic mail, draft routine responses, direct inquiries to appropriate individuals, and bring sensitive issues to the immediate attention of the director or management.
Serve as a liaison with other departments, divisions, outside agencies, and the public; file and retrieve information and maintain tangible files and audit or tracking records.
Complete employment verifications and fulfill record requests; develop and maintain reference manuals covering program processes, office operations, and employee handbooks.
Serve as a front-counter receptionist by answering switchboard calls, providing information to the public, and distributing mail as needed.
Take and distribute committee or team meeting minutes as needed.
Translate communications or documents as needed if fluent in other languages.
Perform other duties as assigned.