Administrative Technician

Description

Under general supervision, works closely with Human Resources staff and provides support for functions associated with recruitment, selection, onboarding, offboarding, training, workers’ compensation, communications, and other tasks as assigned. Provides back-up support to receptionist and administrative staff as assigned.

Examples of Duties

MAJOR DUTIES
Recruitment, Onboarding and Offboarding:

• 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. Drafts conditional job offer letters.
• 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. Initiates and coordinates onboarding paperwork. Reconciles billing and codes 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, onboarding, offboarding, and human resources related documentation is completed properly; prepares employee paperwork for submission to payroll and personnel file.
Responds to a wide variety of questions from hiring managers, applicants, 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.

• 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.

• Serves as a receptionist for the front counter by performing acts such as answering telephone switchboard calls, providing information to the public, and distributing mail as needed.

• May take and distribute meeting minutes for committee/team meetings.
• Performs other duties as assigned.

Typical Qualifications

MINIMUM QUALIFICATIONS

• High school diploma. Associate degree in human resources, business, database management, 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 Human Resources experience is highly desirable.
• Equivalent combinations of education and experience may be considered.

Supplemental Information

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of customer service principles and practices.
• Knowledge of computers and job-related software programs.
• Knowledge of grammar, punctuation, and spelling.
• Knowledge of City and department policies and procedures.
• Skill in providing high-level quality customer service to diverse client base.
• 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 public.

• The purpose of this position is to provide administrative and technical support to the Human Resources Department staff and provide receptionist responsibilities and customer service to City Hall, which contributes to the complexity of the position. Successful performance contributes to the efficiency and effectiveness of those operations.
• Strict guidelines govern record collection and retention which contribute 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 are typically with management, co-workers, applicants, claimants, other City employees, other agencies, and the public.
Contacts are typically to give or exchange information, resolve problems, and provide services.

• While performing the essential duties of this job, the employee is required to talk, hear, finger, and make repetitive motions. This position is mostly sedentary work. Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to reach, lift, carry, push, pull, or otherwise move objects. The employee is occasionally required to stoop, kneel, crouch, walk, and stand. The employee is required to have close visual acuity.
The work is typically performed in an office.

PTO Leave: Leave begins accruing immediately. The schedule varies slighter for Fire Fighters.

Years Of Service Completed Annual Leave Cap Available
less than 5 years: 152 hours
5 to 9 years: 176 hours
10 to 14 years: 200 hours
15 to 19 years: 224 hours
20 years: 248 hours

PTO begins accruing immediately. At the end of the year, any unused annual leave will roll over to the next year. Time will be accrued bi-weekly and shown on each paycheck.

RETIREMENT: General employees are fully vested after 10 years of employment. Employees can become partially vested at five (5) years of service. Partial vesting at five (5) years is 50%, six (6) years 60%, seven (7) years 70%, eight (8) years 80%, and nine (9) years 90%. General Employees are eligible for normal retirement upon the earlier of reaching age 55 and the completion of 10 years of credited service or reaching age 50 and the completion of 20 years of credited service. The amount of normal retirement benefit is based on your credited service and average final compensation. See General Employees’ Pension Plan Summary for more details.

HOLIDAYS: Employees receive 14 holidays per year. The holidays are:

• New Year's Day
• Martin Luther King Jr. Day
• Presidents' Day
• Memorial Day
• Juneteenth
• July 4th
• Labor Day
• Veterans' Day
• Thanksgiving Day
• Friday After Thanksgiving
• Christmas Eve
• Christmas Day
• New Year's Eve
• Employee's Birthday

• Rough estimates are not necessarily exact.