HR & Risk Management Technician presso City of Dunedin, FL

About the Department

This position provides administrative support to the Human Resources and Risk Management Department and assists with HR functions including employee onboarding, offboarding, records management and risk management activities. The ideal candidate will have a solid administrative background, strong attention to detail, the ability to multitask effectively, experience working with multiple software systems, and a general understanding of human resources practices.

Hiring Salary: $20.09 - $24.11 per hour (DOQ)

Additional Compensation Benefits:

• 3 medical insurance plans through Cigna
• Life Insurance and Long Term Disability
• Vision & Dental Care
• Annual & Sick Leave @ 5 % of scheduled annual hours
• Defined Contribution Plan 401(a) with generous 8% City contribution
• 11 paid holidays
• Flexible work schedules after probation has been met
• Paid parental leave

Under general supervision, performs routine to moderately difficult administrative, human resources and risk management duties to support the department director and staff. Duties include but are not limited to assistance with risk management processes, recruitment, employee on/offboarding and training coordination, maintaining department’s inventory of office supplies and equipment, maintaining online financial records, establishing and maintaining filing systems. Performs other related work as directed. This is a confidential position which requires discretion, excellent customer service skills, tact and some degree of independent decision making for routine tasks. This position reports to the Director of Human Resources & Risk Management.

Position Duties

ESSENTIAL JOB FUNCTIONS

The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position.

Administrative and Office Support

• Maintains personnel files and department records with confidentiality.
• Answers and directs telephone calls; greets and assists visitors; processes incoming and outgoing mail.
• Maintains and updates director’s calendar and meeting schedule as needed.
• Prepares, distributes, and tracks correspondence, reports, and routine communications.
• Monitors and orders office supplies; processes invoices and purchase requests through the City’s ERP system.
• Creates City ID cards and maintains employee photo database.
• Assists with the coordination and preparation of various Department and Committee/Board meetings.
• May attend Board or Committee meetings as needed; prepares and distributes meeting minutes.
• Performs computer data entry to record and retrieve department data; creates and maintains spreadsheets and files as needed.
• Scans and files all employee personnel files into computer database.
• Assists with departmental audits and prepares routine reports or surveys as requested.

Human Resources Support

• Coordinates pre-employment processes including background checks, physicals and drug screens. 
• Processes new hire documentation and I-9 forms; completes E-Verify submissions and maintains related files.
• Assists with onboarding and new employee orientation.
• Processes employee evaluations, Personnel Action Requests (PARs), and merit increases; updates HRIS and personnel files.
• Prepares and processes end-of-employment paperwork and offboarding documentation.
• Maintains compliance posters for City buildings.

Employee Engagement and Events

• Coordinates quarterly luncheons with the City Manager.
• Assists with the coordination of employee programs and events such as the Employee Recognition Picnic, Public Service Recognition Week, Wellness Fair, and other City-sponsored initiatives.
• Tracks employee anniversaries and distributes recognition materials. 

Risk Management and Records

• Conducts initial workers’ compensation and liability claim intake and forwards information to appropriate parties.
• Updates and maintains HR/Risk Management forms and templates.
• Processes public records requests as assigned.

ADDITIONAL JOB FUNCTIONS

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Serves on employee activities committee(s) and/or other city committees as directed.

Manages or assists with special projects and related duties as assigned or required.

Assists with City Hall Receptionist duties as needed.

Performs other related duties as required.

Minimum Qualifications

Requires a high school diploma or GED equivalency, supplemented by a minimum of three years of verifiable work experience in human resources or other administrative/clerical work.  College coursework in Human Resources, Risk Management, Public/Business Administration or closely-related field is desirable. 

Intermediate to advanced proficiency with the Microsoft Office Suite is required, with proficiency in the use of information systems software. Experience using Human Resources Information Systems (HRIS) and/or applicant maintenance software is preferred.  

An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities may be considered.

Other Qualifications

Must possess a valid Florida driver's license.

Work experience in a governmental entity is preferred. 

Completed Incident Command Systems (ICS) courses through the National Incident Management System (NIMS), or the ability to complete the required courses within one year of hire is required. 

This position is Category C for the purposes of Dunedin Emergency Management.  Employees in this category may be assigned to work as variety of schedules including compulsory work periods in special, emergency and/or disaster situations. 

Knowledge of Job: Has thorough knowledge of the methods, procedures and policies as they pertain to the performance of essential duties of the position. Knowledge of the principles and practices of Human Resources administration, particularly as they relate to recruitment, training, employee relations and benefit activities. Knowledge of personnel and payroll administrative policies and procedures, including the Florida Sunshine and Public Records Laws. Has a working knowledge of how to effectively support a department director and other administrative staff.  Has general knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Must possess the ability to quickly and independently learn new software. Is skilled in applying attention to detail as necessary in preparing related documents such as personnel action request forms, reports and correspondence.  Has excellent administrative, coordination, and interpersonal skills.  Is able to multi-task while working with tight deadlines and shifting priorities.   Is able to assist and support to co-workers as necessary.  Is able to type accurately at a rate sufficient for the successful performance of assigned duties.  Must be able to maintain confidentiality as required.  Is able to read and interpret various materials pertaining to the responsibilities of the job.  Is able to take the initiative to complete the duties of the position without the need of direct supervision, to use independent judgment in performing routine and non-routine tasks.  Has the ability to plan, organize and prioritize daily assignments and work activities.  Is able to learn and utilize new skills and information to improve job performance and efficiency.  This position requires regular work attendance and the ability to arrive punctually for designated work schedule.  Clearly understands any occupational hazards and adheres to all safety precautions inherent in performing the essential functions of the work.

PERFORMANCE APTITUDES

Data Utilization:  Requires the ability to compile, assemble, copy, record and/or transcribe data and/or information according to a prescribed schema or plan.  Is able to research, organize and utilize information necessary in the preparation of documents using a variety of software including Microsoft Office products (Word, Outlook, Excel, PowerPoint, and Publisher). Must be able to comprehend, interpret and apply regulations, procedures and related information.  

Human Interaction:  Requires the ability to exchange information for the purpose of obtaining information or clarifying details.  Performs such within well-established policies, procedures and standards.  Must possess excellent customer service skills and be able to establish and maintain effective and cooperative working relationships with supervisors, department co-workers, other employees, members of the public and those contacted in the course of work. Skill in dealing tactfully and professionally with internal and external customers, including distraught, discourteous or irritated customers.  Must be willing and able to perform duties with the utmost integrity and in the best interest of the department and City.  

Equipment, Machinery, Tools and Materials Utilization:  Has knowledge of and skill in the use of modern office practices and equipment. Requires the ability to use, operate and/or handle equipment such as a computer, copier, fax/scanning machine, recording equipment, calculator, telephone.

Verbal Aptitude:   Requires the ability to use a variety of reference and descriptive data and information. Excellent use of business English, spelling, punctuation, grammar, style and diction. Is able to clearly communicate and understand information in English, both orally and in writing. Fluency in a foreign language is helpful, but not required. 

Mathematical Aptitude:  Requires the ability to accurately perform addition, subtraction, multiplication and division; calculate decimals and percentages; may require ability to utilize principles of fractions and/or to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems.  Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form.  Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:  Requires the ability to exercise the judgment required in situations characterized by repetitive or short-cycle operations covered by set procedures or sequences.   Use critical thinking skills to arrive at solutions and suggest improvements to processes.  

ADA COMPLIANCE

Physical Ability:  Tasks involve the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; some positions require sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as data entry, filing and/or the use of office equipment or supplies.

Sensory Requirements:  Tasks require visual and auditory perception and discrimination as well as oral and verbal communications ability.

Environmental Factors:  Tasks are regularly performed without exposure to adverse environmental conditions.   Tasks will require extensive use of computers.

The City of Dunedin is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.