Under general supervision, works closely with Communications and Human Resources staff and provides support for functions associated with the City’s website and social media platforms, branding, media, recruitment, selection, onboarding, off-boarding, training, workers’ compensation, communications, and other tasks as assigned. Provides back-up support to receptionists, accounts payable, and administrative staff as assigned.
Examples of Duties
MAJOR DUTIES
Communications:
- Assists in updating the City’s website, intranet, social media information, and other communication platforms.
- Proofreads and edits written material to ensure accuracy and branding consistency.
- May assist and provide support with graphic design, and desktop publishing projects, as needed for City recruitments, publications, or reports; develops and maintains reference manuals, including program processes and procedures, office operations, and employee handbooks.
- Responds to questions received by phone, email, and social media from City residents and businesses.
- Assists in coordinating or gathering information for press releases and media advisories.
- Assists with communications and coordination with vendors (e.g., getting quotes from vendors, sending files, processing invoices).
- May attend after hours functions or events when needed.
- Assists with special event planning as needed and assigned.
- May assist with arranging media interviews as needed.
Human Resources:
- Advertises vacant positions; attends job fairs; screens selected applications for minimum qualifications; schedules interviews and interview rooms as needed; assists with requesting background investigations; and completes education verifications and reference checking upon request.
- Assists applicants with questions regarding the application process and arrangements for drug testing, other pre-employment physicals/tests, and may coordinate hire dates with departments. Reconciles monthly billing for backgrounds and medical testing.
- Assists with applicant tracking system and closing recruitment files when selection process is completed; purges electronic and hard-copy recruitment files per retention schedule.
- Assists in ensuring recruitment and human resources related documentation is completed properly; prepares employee paperwork for submission to payroll.
- Responds to a wide variety of questions from hiring managers, employees, and customers, including information on processing forms, special programs and activities, recruitment, position vacancies, and policies and procedures.
- Works closely with staff and provides support with workers’ compensation and property and liability claims. Communicates with injured workers, including providing initial direction and appropriate follow up regarding filing workers’ compensation claims. Ensures all required forms and paperwork are provided to City’s insurance carrier. Interfaces with City departments regarding questions. Monitors low-level Medical Only claims and provides direction to adjusters, as needed.
- Assists with the DOT random drug testing program including coordinating the initial paperwork and the random drug testing with the occupational clinic and the supervisors. Maintains Commercial Driver’s License (CDL) renewals and physicals. Obtains confirmations of renewals.
- Assists in managing all Certificate of Insurance tracking. Works in managing Certificates of Insurance for new contractors, suppliers, and other parties. Monitors expiring Certificates of Insurance. Requests renewal Certificates from contractors, suppliers, and other parties and follows-up as needed.
General Administration:
- Performs administrative support functions, such as data entry, typing, filing, reviewing and processing paperwork, maintaining logs, scanning and preparing photocopies of various documents, and researching inconsistencies in records. Types a variety of materials that may include correspondence, memoranda, reports, job descriptions, communications, resolutions, policies, schedules, or records from prepared or handwritten copy. Assumes responsibility for correct spelling, punctuation, grammar, and format. May translate communications or documents as needed if fluent in other languages.
- Generates statistics; tracks, researches, collects, and compiles data; prepares supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed. Creates organizational charts.
- Researches, compiles, organizes, and analyzes data for special projects or reports as assigned. Assists in the preparation of comprehensive reports.
- Assists with the coordination of meetings/appointments, workshops, activities, and other events, which may include managing catering orders, set-up, and clean-up. May coordinate/track vacation calendars. May coordinate travel arrangements.
- Reviews all incoming mail (paper and electronic); drafts routine responses and directs inquiries made in person, email, or by telephone to appropriate individuals for response. Identifies sensitive issues and brings them to the immediate attention of director/management.
- Interacts with other departments/divisions; serves as a liaison between the department/division and outside agencies.
- Files and retrieves information as needed; establishes and maintains a variety of tangible files including, but not limited to, correspondence, job descriptions, contact lists, forms, cards, receipts, reports, and records; or other audit and tracking records.
- Develops and maintains reference manuals, including program processes and procedures, office operations, and employee handbooks.
- May take and distribute meeting minutes.
- Acts as a backup receptionist for the front counter by performing acts such as answering telephone switchboard calls, providing information to the public, and distributing mail.
- Performs other duties as assigned.
Typical Qualifications
MINIMUM QUALIFICATIONS
- High school diploma. Associate degree in human resources, communications, graphic design, or related field from an accredited college or university desirable.
- Two years of related experience.
- Notary Public for the State of Florida or ability to obtain within six months of employment.
- Previous Communications or Human Resources experience is highly desirable.
- Equivalent combinations of education and experience may be considered
Supplemental Information
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of computers and job-related software programs.
- Knowledge of the principles and practices of customer service.
- Knowledge of grammar, punctuation, and spelling.
- Skill in providing a high level of quality customer service to a diverse client base.
- Skill in using standard office equipment, computer equipment and software including word processing, database management, spreadsheet applications, and electronic mail.
- Skill in developing, organizing, and maintaining accurate records and filing systems.
- Skill in accurately entering and maintaining data.
- Ability to achieve timeliness, completeness and assuring proper quality control.
- Ability to handle sensitive information confidentially and professionally.
- Ability to respond with tact, composure, and courtesy even when encountering contentious circumstances and assisting individuals who may be experiencing significant stress.
- Ability to work cooperatively and effectively in a team environment.
- Ability to prioritize work and meet deadlines.
- Ability to work on a variety of assignments and projects concurrently.
- Ability to be accurate and focus attention on tasks, which may be routine or repetitive, without losing concentration or becoming distracted.
- Ability to adapt to interruptions, equipment failures, unusual demands or changing priorities.
- Ability to compile information and prepare detailed reports.
- Ability to read, interpret, explain, and comply with a variety of policies and procedures.
- Ability to maintain appropriate keyboard skills necessary for successful job performance.
- Ability to listen well and communicate effectively verbally and in writing with various audiences.
- Ability to establish and maintain effective working relationships with City employees, insurance providers, governmental agencies, and the general public.
SUPERVISORY CONTROLS
Communications Manager and Human Resources Analyst(s) coordinates and assigns work in terms of general instructions. Work is reviewed for compliance with procedures, accuracy, and the nature and propriety of the final results by the functional supervisor for the work assigned.
GUIDELINES
Guidelines include City and department policies and procedures, employee benefits guidelines, and records retention schedules. These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of a variety of administrative and technical duties. The purpose of this position is to provide administrative and technical support for Administrative Departments/Divisions, including, but not limited to City Clerk, Communications, Finance, and Human Resources & Risk Management which contributes to the complexity of the position.
- Strict guidelines governing record collection and retention which contributes to the complexity of the position.
- Frequent interruptions, the need for reprioritization, and the quality of business contacts/relationships contribute to the complexity of the position.
CONTACTS
- Contacts are typically with various Administration personnel, employees, management, applicants, claimants, other agencies, the press, and the public.
- Contacts are typically to exchange information, resolve problems, and provide services.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light and moderate objects, distinguishes between shades of color, and utilizes the sense of smell.
- The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
