HR Records & Administrative Specialist

Property Appraiser of Miami-Dade County•Miami, FL

21h•Onsite

About The Position

The HR Records & Administrative Specialist performs advanced administrative, clerical, and records‑management duties in support of the Human Resources Department for the Property Appraiser of Miami-Dade County (PAMDC). This role provides comprehensive administrative assistance to the HR team, coordinates daily department operations, and serves as the primary custodian of all HR records. Work requires considerable knowledge of HR policies, procedures, regulations, and departmental programs, as well as significant independent judgment in prioritizing tasks, responding to inquiries, and ensuring confidentiality. General supervision is received from HR leadership, with work reviewed for accuracy, timeliness, and alignment with departmental goals.

Requirements

HS Diploma or GED.
Two years of experience in a professional environment.

Nice To Haves

Experience in Human Resources is highly preferred.
Experience with records management in a confidential or sensitive environment is highly preferred.

Responsibilities

Provide comprehensive administrative and clerical support to the HR leadership team, including preparing correspondence, reports, meeting materials, and internal communications.
Manage calendars, schedule meetings, arrange conferences, prepare agendas, attend meetings, take accurate minutes, and track follow‑up actions.
Serve as the primary custodian of HR personnel records by organizing, maintaining, scanning, uploading, indexing, and auditing digital and physical files in accordance with retention schedules and confidentiality requirements.
Monitor record retention timelines and coordinate the secure destruction of expired documents in compliance with Federal, State and departmental policies.
Receive, screen, and route telephone calls, emails, visitors, and incoming mail; respond to inquiries using established policies, procedures, and precedents.
Maintain workflow of correspondence and documentation to ensure deadlines are met and distributed materials are complete and accurate.
Research, collect, and compile data from various sources to support reports, audits, and special projects requested by HR leadership.
Process HR documentation including new hire paperwork, I‑9s, personnel updates, and other employee transactions; enter and verify employee documents in ADP and related systems.
Serve as the department’s Travel Liaison by coordinating travel requests, documentation, approvals, compliance, and arranging travel reservations in accordance with travel policies.
Assist with onboarding and offboarding by preparing orientation materials, coordinating logistics, and supporting documentation requirements.
Support HR staff with FMLA, Reasonable Accommodation paperwork, medical documentation tracking, and employee leave request processing.
Maintain and update departmental tracking logs including outside employment, administrative time, job basis hours, and various leave categories.
Assist the HR Coordinator with interview scheduling, communication with candidates, and preparation of interview panel packets.
Support the HR Training Specialist by coordinating logistics for training sessions, preparing materials, and ensuring attendance records are maintained.
Respond to employee requests related to personnel files, documentation, and HR procedures while ensuring confidentiality and compliance standards are upheld.
Establish, reorganize, and maintain filing systems; purge outdated materials in accordance with established policies.
Collaborate with HR staff and Property Appraiser departments to ensure accurate communication, efficient workflow, and consistent application of HR policies and processes.
Perform special projects and additional duties as assigned in support of departmental goals.