Human Resource Specialist

Requisition No: 484516

Agency: Military Affairs

Working Title: Human Resource Specialist

Position Number: 62000424

Salary: $38,659.92 - $42,525.91

Posting Closing Date: 10/15/2021

Department of Military Affairs

*** OPEN COMPETITIVE***

APPLICATION DEADLINE: 11:59 p.m. on closing date

VACANCY # 62000424

ABOUT THE DEPARTMENT OF MILITARY AFFAIRS (DMA)

The mission of the Florida Department of Military Affairs is to provide management oversight of the Florida National Guard and provide units and personnel ready to support national security objectives; to protect the public safety of citizens and to contribute to the national, state and community programs that add value to the United States of America and to the State of Florida.

OUR BENEFITS INCLUDE:

• Health insurance
• Life insurance
• Dental, vision and supplemental insurance
• Retirement benefits
• Vacation and sick leave
• Paid holidays
• Opportunities for career advancement
• Tuition waiver for public college courses
• Training opportunities
• For benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

CONDITIONS OF EMPLOYMENT:

MINIMUM REQUIREMENTS:

• A Bachelor's Degree from an accredited college or university in Business, Human Resources or a related field; AND
• One (1) year of Human Resource experience.

PREFERRED REQUIREMENTS:

• Experience, knowledge or training with National Guard Bureau’s Master Cooperative Agreements.

DUTIES AND RESPONSIBILITIES:

Recruitment

• Ensures the efficient, timely and cost effective hiring of qualified applicants, utilizing various resources and State Guidelines
• Monitor timelines of vacancies, anticipated vacancies, terminations, retirements and resignations.
• Creating, reviewing and approving job advertisements in the People First system.
• Assists hiring managers in the state’s hiring process of identifying and reviewing qualifications of applicants through applications, resumes, phone screenings, interviewing process and Veterans preference.
• Ensure timely and accurate completion of required employment verifications, maintaining accurate documentation of official requisition records, maintains administrative and organizational order.
• Review position descriptions for accurate classification and consistency, conduct desk audits, analysis, properly classify positions and submit written recommendations to HR Director.

Time & Attendance

• Perform monthly reports to ensure all timesheets are completed.
• Provide technical assistance, verification and validation by conducting audits, leave pro-ration payouts, resolving over/under payments and miscellaneous programs.
• Perform monthly audits, ensuring accuracy of all types of leave usage.
• Apply the federal laws under Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA) and Uniformed Services Employment and Reemployment Rights Act (USERRA) consistently and accurately with organized documentation. Track hours, ensure proper timesheet submission, and communicate with supervisor and employee on status.
• Review military orders and accurately apply rules to discern proper status is reflected on the timesheets.
• Manually track all firefighter’s timesheets and provide timely updates of accruals

Payroll

• Prepare and process salary refund through Florida Accounting Information Resource (FLAIR) on a monthly basis to include On-Demand payments as needed and ensure agency maintains payments within limitations.
• Send out notices of overpayment occurrence to current and past employees and set up payroll deductions through the People First system.
• Submit collection and retroactive packets to Bureau of State Payroll (BOSP) for processing.
• Process all leave payouts upon employee terminations or retirements.
• Process all Firefighters overtime payments manually through the People First system.
• Monitor supplemental payouts and cancel any warrants to avoid overpayments.

Compensation & Benefits

• Administer accurate compensation and benefit changes associated with personnel transactions including merit increases, promotions, transfers, demotions, terminations, leave of absences, military orders, overtime, on-call payments, process FLSA payouts at the end of the year.
• Coordinate with Division of Retirement on any issues needing technical expertise (i.e. calculation of retirement credit and state service credit, including military service).

Workers Compensation

• Digitally file all workers compensation claims.
• Coordinate with employee and supervisor to ensure all parties involved follow restriction guidelines and accommodations.
• Ensure timesheets are properly documented with correct codes, especially if employee ends up on Risk Management payroll.
• Coordinate with Department of Financial Services (DFS) Risk Management any requirement they need, to include wage statements.

Policy Development, Interpretation and Administration

• Assist the Human Resource Director and the Deputy Director in reviewing, recommending, interpreting, and enforcing compliance of state and agency Human Resource policies.
• Take proactive approach and accountability for researching, analyzing and overseeing implementation of Human Resource policies that impacts the Department of Military Affairs employees.
• Ensure consistent, timely and accurate technical assistance when implementing and interpreting rules, policies and procedures.
• Assist in personnel functions regarding disciplinary procedures, appropriate counseling and correspondence documentation pertaining to Human Resource management.

Organizational Development and Training

• Design, plan, organize, coordinate and direct orientations and training programs for employees and supervisors.
• Seek and provide specific training programs to help employees maintain and improve job skills, to include HR staff development.

Classification Compliance and Desk Audits

• Evaluate job positions, determine classification and exempt or non-exempt status.
• Ensure agency compliance with federal, state laws and cooperative agreements, including reporting requirements.
• Conduct position reviews and desk audits, as assigned, to appropriately assess the proper broadband of a variety of positions in the DMA.
• Action special projects as assigned by HR Director.
• Research through Department of Management Services, O*NET, Standard Occupational Classification and various resources on classifying positions accurately.
• Update information through People First/ORG Management.
• Maintain Organizational Charts for the DMA.

Staffing

• Ensures all aspects of the Onboarding process are conducted efficiently and timely to include; requisition packet is in order with all proper documentation, offer position to the selectee, send out and verify all onboarding documents are in order, communicate with program managers, schedule drug screenings for applicants, verification of education, Veterans preference, due diligence screenings etc.
• Conducts I-9 requirements, FRS checks, Selective Service and Level I & II Background Checks.
• Communicates with hiring managers on the status of the onboarding process as well as correlate an appropriate start date with all parties involved.
• Process all Personnel Action Requests (PAR) for new employees, promotions, demotions, reassignments, retirements and terminations.
• Initiates “Request for Background Investigation” for new employees needing a Common Access Card (CAC) for employment.
• Ensures the efficient, timely and cost effective hiring of qualified applicants, utilizing various resources and state guidelines.
• Assist with New Hire Orientation and HR-related training.
• Maintains administrative and organizational order for Background Checks, Drug Screenings and Personnel Files.
• Communicates Medical Monitoring Examinations to the Administrative Assistant II, concerning new employees.
• When necessary, conducts the fingerprint process for the CAC and forwards the documentation to the Personnel Security Manager.

Employee Relations

• Communicate with employees in resolving conflicts and serve as a mediator when facilitating resolutions with regards to conflict management.
• Provide coaching and feedback to employees and supervisors on employee relations issues.
• Assist with internal workplace investigations as required.

Expectations and Evaluations

• Ensure employees and supervisors are trained about the importance of expectations and evaluations to include how to properly write expectations according to Florida Statute requirements and the process that they follow for completion.
• Review performance evaluations for consistency and timeliness.
• Monitor probationary expectations and evaluations to ensure timely completion and prevent defaulting.
• Ensure that all timelines are met and evaluations are completed during the early evaluation period.
• Assist command level staff with the implementation of expectations and evaluations.
• Notify the Director of Human Resources of any issues revolving around expectation and evaluations.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of the basic principles of personnel administration.
• Knowledge of one or more personnel program functions such as selection, classification and pay, employee benefits, labor relations, employer/employee relations or training.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection.
• Knowledge of management principles and practices.
• Ability to supervise people.
• Ability to manage a personnel program.
• Ability to determine work priorities, assigns work, and ensures proper completion of work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to formulate policies and procedures.
• Ability to assess budgetary needs.
• Ability to collect, evaluate and analyze data relating to personnel program functions.
• Ability to organize data into logical format.
• Ability to compose correspondence.
• Ability to solve problems and make decisions.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to personnel program functions.
• Ability to prepare reports relating to personnel program functions.

SPECIAL REMINDERS:

The State of Florida and The Department of Military Affairs participate in the E-Verify program. Federal law requires that all employers verify the identity and employment eligibility of any person hired to work in the United States.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

All members of the Florida Retirement System are required to contribute 3% of their salary on a pre-tax basis.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

We hire only U.S. citizens and lawfully authorized alien workers.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

The Department of Military Affairs values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged to apply.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.