Administrative Assistant/HR

Minimum Qualifications

Bachelor's degree in business administration, public administration, human resources, or a closely related field and at least three years of professional human resources work experience; recruitment experience or any equivalent combination of related training and experience. Successful completion of a criminal history background investigation is required prior to employment. Evening and weekend work hours may be required.

Must possess a valid State of Florida Driver's License and be insurable by the District 's insurance carrier and safely drive a District vehicle.
 This position requires the completion of MS Word, MS Excel, MS Powerpoint with a minimum score of "moderate knowledge".  Applicant must contact CareerSource NCF to schedule skills assessments. The skills assessments can be completed in person or remotely online.  CareerSource will provide information about testing options. 

To schedule the skills assessments, call CareerSource North Central Florida at (352) 955-2245 or email  assessments@careersourcencfl.com to schedule an appointment. You can call Alachua County Human Resources Office at (352) 374-5219 to confirm that your scores are already on file.

Passing scores must be received by the Human Resources Office  via email at achr@alachuacounty.us no later than 5:00 p.m. on the Wednesday after the position closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid for a period of 2 years from the date of testing.      

Position Summary

This  is responsible  administrative and professional work coordinating full-cycle recruitment processes and performing other related Human Resources job functions for the Alachua County Library District.
 
An employee assigned to this classification is responsible for collaborating with internal and external business partners to ensure effective and efficient customer service delivery, while consistently performing job tasks  in a manner which demonstrates uncompromising integrity, initiative, and ability to use independent judgment when applying practices and procedures within the limits set by departmental procedures, personnel rules and regulations, collective bargaining agreement, and applicable laws.  Employee is required to  perform job duties with professionalism, exercise discretion and maintain strict confidentiality in all matters, especially as task assignments and/or work environment expose employee directly, or indirectly to private data, protected health information, and employee and labor matters. 

Work is performed under the direction of the Human Resources Director and is reviewed through reports, conferences and observation of results obtained.

Examples of Duties

ESSENTIAL JOB FUNCTIONS
 

Coordinates full-cycle recruitment process, to include processing employee  action forms, recruitment requisitions, employment announcements, applicant sourcing and assisting to facilitate with assessment and interviews processes. 
 
Coordinates with internal and external business partners to identity and utilize creative, professional and ethical recruiting methods to source and identify highly motivated and talented candidates. 
 
Screens applications for employment and internship; checks for adherence to minimum training; qualification and experience based on specific job openings; guides applicants in properly completing application processes; answers inquiries regarding current opening, job qualifications, selection process and other employment related questions by phone or in person.
 
Creates job postings, employment opportunity advertisements, coordinates exam plans, supplemental questions and written and oral exams.
 
Evaluates interview questions and answers as well as structured scoring plans for all Departments to assure legality, equality and fairness.  Confers matters requiring higher-level evaluation to the Human Resources Director.
 
Assists with the scheduling of interviews and assessments for applicants and observes interview panel activities for all initial employment and promotions to ensure compliance with Library District policy, collective bargaining agreement, and local, state and federal law and EEOC guidelines.
 
Maintains application-tracking system (NeoGov).  Provides support to internet candidate searches for vacant positions using a web-based applicant tracking system.  Maintains applicant database, prepares, and distributes timely correspondence to those not selected for assessment, interview, or hire.
 
Coordinates and tracks completion of pre-employment testing, background checks and motor vehicle reports. Conducts reference checks.
 
Administers and coordinates new employee onboarding, new employee orientation and onboarding activities. Administers employment termination processes. 
 
Maintains employee and recruitment information in Human Resources Information System(s) – (NeoGov, HTE, New World).  Tracks statistical data, analyzes, prepares and presents data through periodic oral and written reports, as requested.  Monitors and assists to reduce time and costs to hire metrics.
 
Serves as first point of contact to Library District staff on processes, procedures and collective bargaining contract inquires and practical application. Confers matters requiring higher-level interpretation, review, or consultation to the Human Resources Director.
 
Serves as point of contact and coordinates workplace adjustments and accommodations. Confers matters requiring higher-level interpretation, review, or consultation to the Human Resources Director.
 
Assists the Human Resources Director to develop, coordinate and facilitate organizational and staff supervisory and leadership training and development.
 
Coordinates with Human Resources Director to develop, revise, update, distribute and communicate Library District-wide Human Resources and Risk Policies and Procedures.

Provides staff support and performs administrative analysis work in the development of collective bargaining reports.
 
Maintains high-collaboration with internal and external business partners, ensures positive departmental and organizational branding, and customer relationships. 
 
Effectively and positively brands and represents the Alachua County Library District in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.

Establishes and maintains effective, respectful and professional relationships with work colleagues, supervisors and managers.

Performs related and other duties as assigned.

NOTE:  These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of the various governmental functions, policies and procedures.
Considerable knowledge of the standard practices and methods used in the operation of an efficient and effective organization.
Considerable knowledge of laws and regulations governing employee and labor relations and employee compliance.
 
Considerable knowledge of recruitment, selection, hiring, training and development, Human Resources Information Systems (HRIS) management.
 
Considerable knowledge of the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), Title VII, Americans with Disability Act (ADA), HIPAA, Affordable Health Care and other current Federal, State and Local compliance issues.
 
Considerable knowledge of human resources administration practices and procedures.
 
Knowledge of effective research techniques and methods.
 
Highly skilled in data research, analysis and reporting.
 
Highly skilled in interview, case management, and investigation techniques and methods.
 
Highly skilled in managing projects from concept to completion.

Ability to safely operate a District vehicle.
 
Ability to independently perform administrative tasks and manage multiple projects.
 
Ability to exercise independent judgement to make sound decisions.
Ability to perform research, compile and analyze data, and prepare reports of varying levels of complexity.
 
Ability to take initiative and assume accountability for task assignments.
 
Ability and willingness to maintain strict confidentiality when handling sensitive and protected information, and exercise discretion in all human resources situations and matters.
 
Ability and willingness to remain flexible and adapt to change as needed to improve department and organizational performance.
 
Ability to manage time, resources and adhere to stringent timelines
 
Ability to communicate effectively, prepare, disseminate and present information and data in oral and written form.

Ability to maintain effective working relationships to ensure departmental and organizational success.
 
Ability to independently interpret, follow moderately complex oral and written instructions.
 
Ability to work under pressure and with frequent interruptions. 
 
Ability to effectively plan, prioritize, review and evaluate work.
 
Ability to approach internal and external customer interactions with respect, compassion and diplomacy.
 
Ability to utilize personal computers, Microsoft Office Programs.
Ability to understand how  and  why  Library policies and  procedures were developed.
 PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 While performing the duties of this job, the employee is regularly required to sit; talk or hear.  The employee is frequently required to reach with hands and arms.  The employee is occasionally required to be mobile.  The employee must occasionally lift and/or move up to 25 pounds in handling of boxes. 
 Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of printed matter and computer monitors.
 WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

•FLORIDA RETIREMENT SYSTEM (FRS)The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee.For other benefits such as life insurance and health insurance click here.•HOLIDAYSHolidays are as follows:

 

1. New Years Day  
2. Martin Luther King Day  
3. Memorial Day  
4. Juneteenth
5. Independence Day  
6. Labor Day  
7. Veterans' Day  
8. Thanksgiving Day  
9. Friday following Thanksgiving  
10. Christmas Day  
11. Additional Christmas Holiday  
12. 3 Floating Holidays   

Pay periods are every two (2) weeks beginning at 12:01 a.m. Saturday through 12:00 midnight Friday. Payday is the second Friday following the end of a pay period.

$23.78 Hourly