Hybrid HR Support Assistant na Clay County Sheriff's Office (FL)

About the Department

The HR Support Assistant performs a wide range of administrative tasks and services to ensure the effective and efficient operation of the Human Resources unit. This includes customer service, front desk operations, greeting and assisting visitors, and providing clerical support. Key duties involve organizing, summarizing, and assembling requested information, creating and tracking correspondence, scheduling appointments, and maintaining employment records. The assistant ensures adherence to agency policies and procedures while maintaining a professional and courteous demeanor.

Position Duties

• Assists with entry control of building 10-76.
• Responds promptly to the customer service counter, providing accurate information, forms, directions, and professional assistance to the public, department members, and other personnel.
• Greets visitors/vendors/members, ascertains the nature of the visit, and directs the them appropriately. 
• Ensures that all children visiting the lobby area and/or facility are chaperoned by an adult.
• Ensures that their work area (e.g. lobby, front desk, hallway, breakroom) is clean, organized, safe and presentable.
• Answers frequently asked questions from applicants and employees about agency policies, procedures, benefits, and hiring processes in person, by phone, and by email.
• Provides clerical support to the HR unit by preparing, maintaining, analyzing, and filing employment records related to hiring, termination, leaves, transfers, and promotions using human resources document management systems.
• Records, tracks, and follows up on incoming correspondence and action documents received through shared inboxes, to ensure timely responses or actions. 
• Receives and routes telephone calls and messages appropriately and refers complex questions to the appropriate HR staff or management.
• Makes assigned chain of command aware of anything noteworthy.
• Receives candidates at the front lobby and provides interview packets and instructions, verifies paperwork is properly completed and notarized.
• Regularly checks assigned voicemail and email messages, responding promptly and professionally.
• Assist with reserving and organizing the training room/conference room when requested.
• Creates accurate minutes for meetings as assigned and promptly distributes copies to attendees and applicable staff.
• Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public.
• Researches, organizes, summarizes, and assembles requested information / documentation from various files and sources, forwarding the completed work product to the appropriate personnel/authority in a timely manner.
• Demonstrates a caring character when addressing employee relations issues (e.g., harassment allegations, work complaints, employee concerns) and citizens' concerns (e.g., filing complaints, Internal Affairs situations), maintaining professionalism and confidentiality standards.
• Arranges front desk coverage for lunch and other events/meetings that require the incumbent’s presence.
• Completes monthly, quarterly, and annual reports of the customer service provided including share inbox statistical reports.
• Receives and promptly forwards mail and courier packages to the appropriate personnel or department.
• Schedules appointments for new hire photos and visiting background investigators.
• Photographs new hires and interns for ID badges when required. 
• Responds to supervision, guidance, direction, and feedback from executive staff and superiors in a receptive manner.
• Operates and performs minor repairs for office equipment to manufacturer’s specifications and/or within the specified parameters.
• Prepares/verifies and/or submits purchase requisitions for supplies/equipment, ensuring all required information is accurate, complete, and submitted to the appropriate authority in a timely manner. 
• Reports identified or potential maintenance, safety, technological, and/or non-compliance findings, hazards, and incidents to the appropriate personnel, and/or department (e.g. facilities, supplies, information technology, safety specialist).
• Actively participate in job-specific training to fulfill job requirements and enhance performance.
• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
• Completes policy edits, verifications, and maintenance as required.
• Assists with planning and execution of special events such as new hire orientation, benefits enrollment, organization-wide meetings, employee recognition events, financial literacy class, and other like events, as required. 
• Assists with annual driver’s license checks and NCIC, FCIC, and DAVIDS reports as required. 
• Collects and submit fingerprints when required.
• Maintains awareness and compliance with all agency policies and procedures.
• Monitors Power DMS to promptly review and acknowledge assigned documents.  
• Performs other related duties as assigned.

Minimum Qualifications

Minimum Education, Experience, and Requirements:

• High school diploma or equivalent
• Proficient in Microsoft office products
• Speak and understand the English language
• Prior clerical experience preferred.
• Prior HR experience preferred.
• The following items (or authorized equivalents) may be required at various steps in the application process: 
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education

Certification, Licenses, and Registration Requirements:

• Obtain Notary Public Certification within 6 months of hire.
• HR Certifications (preferred)

Other Qualifications

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at [email protected]. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.  

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/.