HR Administrative Specialist

Quick facts

• Pay: $24.50 to $36.21 an hour
• Schedule: Full-time
• Location: Leesburg, FL
• Education: High school diploma or GED
• License: Valid driver's license

About this job

Provides executive administrative support to the Director of Human Resources and departmental functions including recruitment, benefits, and records. The role handles confidential personnel information while working in a busy, public-facing environment with frequent interruptions.

Good fit if you have four years of progressive administrative experience, including at least two years supporting an executive or senior manager.

Full job description

Nature of Work

The purpose of this class is to provide high-level, direct executive administrative support to the Director of Human Resources and skilled administrative and technical support to the Human Resources Department. The position independently coordinates and follows through on the Director’s administrative assignments, schedules, correspondence, reports, and other priorities; exercises discretion and sound judgment; and anticipates routine administrative needs. The position also supports departmental functions including recruitment, benefits, training, customer service, records, billing, budget activities, boards, and special projects. The work is performed in a busy, public-facing environment with frequent interruptions and changing priorities.

Essential Job Functions

• Provides detailed, complex administrative support directly to the Director of Human Resources; independently organizes assignments, monitors deadlines, follows through on outstanding matters, and exercises discretion and sound judgment.
• Handles sensitive and confidential information, which includes City personnel issues, benefits, employee personnel and medical files, discipline, and performance evaluations.
• Greets customers, clients, or general public; provides or gathers information; provides services or refers to appropriate person or activity.
• Answers phones and routes calls, answers questions, and takes messages.
• Assist the HR Analysts with job postings, applicant tracking and employee recruitment and selection processes.
• Processes public records requests in collaboration with HR Coordinator.
• Responds to routine City policy questions.
• Provides backup administrative support to the City Manager’s office.
• Maintains office files in accordance with state records retention schedules.
• Coordinates and maintains service award program.
• Oversees or prepares forms, letters, booklets, brochures, reports, purchase orders, board meeting agendas, and other forms or records and correspondence as required.
• Gathers information for entry into computer system; extracts information or reports as necessary.
• Processes all department billing information and payment requests; audits and monitors billing accounts; resolves problems with billing; and assists with the preparation and input of budget information.
• Oversees office functions such as dept payroll, personnel records, financial and business processes, inventories, budgets, training, contracts, public information, special projects or events, and others as assigned.
• Acts as backup to HR Coordinator and assist as needed.
• Maintains schedules and calendars for the Director and staff; coordinates meetings and follow-up items; makes travel arrangements; schedules and/or attends training seminars or classes; plans and coordinates social events such as receptions and luncheons.
• Attends board and committee meetings; prepares minutes as needed.
• Oversees or processes incoming and outgoing mail and routing to appropriate person or office.
• Maintains supply inventories; orders supplies as needed; prepares purchase orders; pays invoices; operates and performs minor maintenance on office equipment.
• May supervise staff including training, assigning and evaluating work.
• Performs other duties as may be assigned by the department director and other department staff.

Minimum Requirements

• Requires a high school diploma or GED, with some college or technical school coursework, and four (4) years of progressively responsible administrative or office experience; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities. In addition, applicants must possess at least two (2) years of substantive, ongoing experience providing direct administrative support to an executive, department director, or senior-level manager. This specific two-year requirement is mandatory, may be included within the four years of administrative experience, and may not be substituted with education or other administrative experience. Demonstrated proficiency in Microsoft Word, Excel, and other office applications. Ability to work in a fast-paced, public-facing environment with frequent interruptions while exercising independent judgment, initiative, discretion, attention to detail, and strong organizational and follow-through skills. Experience in local government administration and with a multi-departmental finance and accounting system is preferred. May occasionally require work outside regular business hours.

• Must possess a valid Florida driver’s license and satisfactory driving record as a condition of initial and continued employment.

• Notary Public (preferred) or ability to acquire upon employment.

• Special skills or equipment certification may be required.