OPS HUMAN RESOURCES ASSISTANT - 42901054

State of Florida • Gainesville, FL

82d • $15

About The Position

This is an administrative support position in the Human Resources Office that will be responsible for record maintenance, reporting, various administrative tasks, and providing support for the bureaus within the Division of Plant Industry.

Requirements

• A high school diploma or its equivalent and three (3) years of administrative or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.
• Possession of a valid Driver License.
• Knowledge and experience in Microsoft Office Suite (Word, Excel, and Outlook).
• Knowledge and experience with spreadsheets, databases, and web-based programs.
• Skill in performing basic math, writing, and problem-solving.
• Skill in completing and maintaining accurate records.
• Ability to organize many tasks simultaneously and to follow through on completing tasks within defined timelines.
• Ability to record information and file accurately.
• Ability to maintain confidentiality.
• Ability to effectively communicate, verbally and in writing.
• Ability to work with others in a calm, professional and courteous manner.
• Ability to lift and transport 25 lbs.

Responsibilities

• Maintains official and working files for employees, to include both the paper files and electronic files (On Base). Assist with Records' Inventory, to include archiving and disposition of records approved for disposal. Updates and maintains electronic records in People First including driver license and home address, as requested. Uses driver license expiration status report to notify employees and their supervisors of driver license discrepancies. Ensures resolution and updates pertinent records in People First.
• Requests and receives employee photos. Uses photos to request employee identification and access badges. Notifies employee if payment is required and advises on payment options.
• Receives and distributes W-2 forms annually. Responds to written requests for verification of employment and records requests.
• Receives and distributes paper paychecks to employees. Formats and save a copy of the FLAIR payroll reports. Generates biweekly and supplemental payroll reports and follows up with supervisors and management as needed.
• Produces the Welcome New Hires information and employee photos to send to the division Public Information Office by the 5th of each month. Reviews and provides feedback on needed edits/revisions before the final document is published to the Personnel Share Point page. Provides weekly administrative report for all employees who were hired, separated, or moved positions in the previous week.
• Provides assistance to employees as needed with tuition waiver/reimbursement, flexible schedule, outside/dual employment applications, and Gator 1 cards. Responds to inquiries from division and department employees, as well as the public, regarding personnel matters.
• Completes reviews of Department of Management Services phonebook contact information for Plant Industry as requested.
• Performs other related duties as directed by management.

Benefits

• Participation in state group insurance (must meet eligibility requirements)
• Participation in the Florida Deferred Compensation Plan (457b).
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan)
• Flexible Spending Accounts
• Employee Assistance Program (EAP).

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees