Human Resources Specialist I

City of Ocala•Fl 34471, FL

1d•Onsite

About The Position

This is a varied and responsible technical position with personnel and administrative duties for the Human Resources Department, with emphasis in the area of public personnel administration. Work is performed under the direct supervision of the Human Resources Manager.

Requirements

High school diploma or GED required, supplemented by advanced coursework in business practices or secretarial studies.
Minimum of one year of experience in secretarial or administrative work required.
Must possess and maintain a valid Florida Operator's Driver's License with an acceptable driving record.
Proficiency in the use of office equipment and advanced office/clerical practices.
Strong computer skills, including advanced knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
Ability to accurately type and prepare memos, complex documents, and business correspondence.
Advanced knowledge of business English, spelling, grammar, and punctuation.
Knowledge of basic and business math to process and maintain complex records.
Familiarity with payroll, budgeting, accounting/recordkeeping, and records management functions.
Strong organizational skills with the ability to maintain accurate records and well-structured files.
Ability to compile, research, prioritize, and analyze data effectively.
Capacity to interpret and apply rules, regulations, and policies.
Ability to manage multiple deadlines, work under pressure, and remain calm in stressful situations.
Demonstrated ability to work independently with minimal supervision while maintaining confidentiality.
Clear and concise communication skills, both oral and written.
Strong interpersonal skills to establish and maintain effective working relationships with employees and the public.

Nice To Haves

Intermediate : 10-Key, Alphanumeric Data Entry, Database, Human Resources Systems, Word Processing/Typing
Basic : Accounting, Payroll Systems, Spreadsheet

Responsibilities

Responds to inquiries from the public and City employees regarding employment opportunities and other HR-related issues.
Provides courteous and professional customer service by phone, in person, and in writing.
Builds and manages job postings, handles applicant tracking, and supports recruitment tasks.
Reviews applications for minimum qualifications, processes veteran’s preference requests, and coordinates and sends applicant testing as applicable.
Facilitates the onboarding process by preparing and sending pre-employment paperwork, scheduling fingerprinting and physical appointments, completing I-9s, W-4s, and other required documentation.
Verifies new hires requiring a CDL or permit through the FMCSA Drug & Alcohol Clearinghouse.
For employees working with youth, vulnerable populations, or similar programs, enters required information into the DCF Clearinghouse.
Establishes personnel files, enters data into the HRIS system, monitors background checks, and facilitates the employee’s first-day onboarding.
Maintains accurate and up-to-date personnel files in compliance with legal and policy requirements.
Processes duty status notes, completes both verbal and written verifications of employment, and ensures adherence to HR policies, procedures, and applicable laws.
Enters and maintains employee information in the HRIS system (e.g., direct deposit forms, address changes).
Enters hiring metrics.
Creates and issues new employee ID badges, processes replacement badges, and maintains related records.
Monitors and manage shared inboxes, including the HR/Risk Inbox and HR Recruitment Inbox, ensuring timely and professional responses.
Provides general administrative assistance, including data entry, scheduling appointments, meetings, and training.
Communicates City policies and procedures to staff, supports HR programs and initiatives, participates in departmental and City committees, assists with major projects, and conducts research as assigned.
Prepares memos, letters, forms, statements, reports, and other correspondence, including confidential and technical matters.
Provides clerical and secretarial support as needed.
Performs related tasks as required or assigned.