Human Resources Specialist I

City of Ocala•Fl 34471, FL

About The Position

This is a varied and responsible technical position with personnel and administrative duties for the Human Resources Department, emphasizing public personnel administration. The position reports directly to the Human Resources Manager and works under general supervision. The employee handles routine work independently and refers questionable cases to a supervisor. The role involves frequent contact with the public and employees and requires tact, confidentiality, accuracy, and the ability to manage multiple deadlines.

Requirements

High school diploma or GED, supplemented by advanced coursework in business practices or secretarial studies.
At least one year of experience in secretarial or administrative work; an equivalent combination of education, training, and experience may be considered.
Possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.
Proficiency in office equipment and advanced office and 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 mathematics for processing and maintaining complex records.
Familiarity with payroll, budgeting, accounting and recordkeeping, and records management functions.
Strong organizational skills and the ability to maintain accurate records and well-structured files.
Ability to compile, research, prioritize, and analyze data effectively.
Ability to interpret and apply rules, regulations, and policies.
Ability to manage multiple deadlines, work under pressure, and remain calm in stressful situations.
Ability to work independently with minimal supervision while maintaining confidentiality.
Clear and concise oral and written communication skills.
Strong interpersonal skills to establish and maintain effective working relationships with employees and the public.
Intermediate software skills in 10-key, alphanumeric data entry, databases, human resources systems, and word processing or typing; basic skills in accounting, payroll systems, and spreadsheets.
Ability to perform the described physical activities, including occasionally lifting or moving up to 25 pounds and regularly lifting or moving up to 10 pounds.

Responsibilities

Respond to public and City employee inquiries about employment opportunities and other HR-related matters, providing courteous and professional service by phone, in person, and in writing.
Build and manage job postings and applicant tracking; support recruitment; review applications for minimum qualifications; process veteran’s preference requests; and coordinate and send applicant testing as applicable.
Facilitate onboarding by preparing and sending pre-employment paperwork, scheduling fingerprinting and physical appointments, completing I-9s, W-4s, and other required documents, and facilitating first-day onboarding.
Verify new hires requiring a CDL or permit through the FMCSA Drug & Alcohol Clearinghouse and enter required information into the DCF Clearinghouse for employees working with youth, vulnerable populations, or similar programs.
Establish personnel files, enter employee data into the HRIS system, and monitor background checks.
Maintain accurate and current personnel files in accordance with legal and policy requirements; process duty status notes; complete verbal and written verifications of employment; and ensure compliance with HR policies, procedures, and applicable laws.
Enter and maintain employee information in the HRIS system, including direct deposit forms and address changes, and enter hiring metrics.
Create and issue new employee ID badges, process replacement badges, and maintain related records.
Monitor and manage shared inboxes, including the HR/Risk Inbox and HR Recruitment Inbox, and provide timely, professional responses.
Provide administrative support, including data entry and scheduling appointments, meetings, and training.
Communicate City policies and procedures to staff; support HR programs and initiatives; participate in departmental and City committees; assist with major projects; and conduct research as assigned.
Prepare memos, letters, forms, statements, reports, and other correspondence, including confidential and technical materials.
Provide clerical and secretarial support as needed and perform related tasks as required or assigned.