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THE ARC OF THE BAY
Job Title: HR Specialist/QA Assistant
Department: Administrative
Classification: Full Time/Non-Exempt
Job Class: Non-Supervisory
Pay Grade: A4 - $22.00 /hr
NATURE OF JOB:
The HR Assistant/QA will assist with complex and specialized administrative tasks including reviewing job applications from prospective employees, managing, and overseeing records, and generating reports. The employee will oversee the activity of the agency’s quality assurance functions by developing, implementing, and maintaining a system of quality for client records. This position is responsible for monitoring the human resources functions for the agency, elevating areas of concern to the attention of the CEO/COO for final decision making.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Maintains accurate and up-to-date human resource files, records, and documentation.
- Answers frequently asked questions from applicants and employees related to standard policies, benefits, hiring processes, etc.; refers more complex questions to management.
- Maintains the integrity and confidentiality of human resource files and records.
- Maintains and ensures all job descriptions are accurate and current.
- Enters data into systems as required.
- Maintains a caseload of clients.
- Completes Monthlies, Quarterlies, Annuals, and IPs of caseload.
- Utilizes the Therap System.
- Completes and reviews paperwork as needed.
- Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
- Assists with payroll functions including processing, answering employee questions, and fixing processing errors.
- Completes all required training.
- Completes Employment OJT reimbursement reports.
- Conducts or assists with new hire orientation.
- Attends and participates in employee disciplinary meetings, terminations, and investigations.
- Conducts or acquires background checks and employee eligibility verifications.
- Implements new hire orientation and employee recognition programs.
- Maintains compliance with federal, state, local, and organizational laws, regulations, guidelines, and policies.
- Regular reliable full-time attendance as scheduled.
- Performs other related duties as assigned.
MINIMUM QUALIFICATION REQUIREMENTS:
- High school diploma or equivalent required; Associate degree preferred.
- Three years of office experience preferred, with at least one year in human resources highly preferred.
- Must possess a belief in the worth of individuals with disabilities.
- Must be able to speak, write, and comprehend English language.
LICENSES AND/OR CERTIFICATIONS:
Must possess and maintain a valid Florida Driver's License acceptable to the Agency and the Agency Insurance Carrier, or the ability to obtain within time limits established by the State of Florida.
KNOWLEDGE SKILLS AND ABILITIES:
- Knowledge of human resources practices and procedures.
- Knowledge of agency personnel rules and regulations.
- Knowledge of Microsoft Office Suite and related software.
- Excellent organizational skills and attention to detail.
- Excellent interpersonal, negotiation, and conflict resolution skills.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Proficient with or the ability to quickly learn payroll management, human resource information system (HRIS), and similar computer applications.
- Ability to exercise independent judgment and make decisions in accordance with established departmental policies.
- Ability to assume the responsibility of working with highly confidential material on a routine basis.
- Ability to keep accurate and updated records and reports promptly and accurately.
PHYSICAL REQUIREMENTS/ENVIRONMENTAL CONDITIONS:
Work is primarily performed in an indoor, climate-controlled environment and requires moderate exposure to disagreeable elements (e.g., irate customer and clients, extreme noise, heat, odors, heights and/or dust).
This position requires stooping, crouching, walking, pulling, lifting, grasping, hearing, visual acuity (i.e. seeing up close, seeing far away, depth perception), kneeling, reaching, pushing, talking, standing, climbing, finger movement, repetitive motions. This position requires frequent lifting of 10-25lbs, and may require lifting up to 50 lbs.
Send Resume and inquiries to: jeremy@prosper-hr.com
Now Hiring: HR Specialist – Premier Beachfront Restaurant, Panama City Beach, FL
Are you passionate about people and process? Join our leadership team at one of Panama City Beach’s most popular oceanfront restaurants. We're looking for a professional, organized, and proactive Human Resources Specialist to support a dynamic, high-volume hospitality team in a fast-paced beachside environment.
What You'll Do:
- Support all stages of employee lifecycle including recruiting, onboarding, training, retention, and offboarding.
- Lead recruitment strategies and efforts to hire a significant number of qualified candidates.
- Help manage and communicates to employees all appropriate human resources policies, procedures, programs, and law.
- Maintain up-to-date and compliant employee records and files.
- Assist with payroll processing and coordinate with external vendors as needed.
- Help manage and communicate benefits programs, enrollment, and employee questions.
- Ensure compliance with federal and state labor laws and regulations.
- Promote employee engagement, support performance evaluations, and assist with disciplinary procedures.
- Contribute to the culture of safety, health, and professionalism.
What We’re Looking For:
- At least 2 years of HR experience preferred.
- Bachelor’s degree, preferably in HR or related field, or equivalent experience.
- PHR or SPHR certification preferred, or must be obtained within the first year of employment.
- Comprehensive knowledge of employment law and practices.
- Experience processing payroll using in-house software and/or in collaboration with a payroll vendor, including proper supervision of any such vendor.
- Experience in the administration of benefits and compensation programs and their related qualification requirements.
- Strong oral and written communications skills. Excellent interpersonal, coaching, conflict resolution and organizational skills.
- Discretion with confidential information.
- Experienced in recruitment and employee retention.
- Skills in data base management and record keeping. Software expertise in Microsoft Excel, Word, and Outlook.
Why Work With Us:
- Be part of an iconic restaurant that values quality, service, and people
- Collaborate with a fun, professional, and passionate team
- Year-round stability in a top tourist destination
- Receive competitive pay and benefits
To Apply:
Send your resume and a brief cover letter to schandler@schandlerlaw.com.
Human Resources Analyst/Sr. Human Resources Analyst
Salary: $26.96 - $38.62 Hourly
Location: PCB, FL
Job Type: Full-time
Job Number: 00493
Department: Administration
Division: Administration
Opening Date: 03/14/2025
Description
Under administrative direction, partners with City departments to ensure the organization’s ability to attract, retrain, and develop effective employees focused on values and strategic objectives of the City. Provides support and guidance to City departments, including recruitment and selection, onboarding, and off-boarding, HRIS administration, classification, compensation, benefits, employee development, and employee relations.
Human Resources Analyst:
This is a journey-level class in the Human Resources Analyst series. Incumbents assigned to this class are expected to perform technical, analytical, and professional work assigned to this class and to work with independence and initiative.
Senior Human Resources Analyst:
This is a senior, advanced-level class in the Human Resource Analyst series. Work in this class is more complex. It is distinguished from the analyst level by the ability to perform the full range of duties and work with considerable independence and initiative. Incumbents assigned to this class are expected to lead a variety of programs and projects, perform necessary research, and make recommendations regarding policy issues to the Director.
The Human Resources Analyst/Senior Human Resources Analyst is flexibly staffed and is normally filled by advancement from HR Analyst or, when filled from the outside, requires previous and directly related experience.
Apply Here: Human Resources Analyst/Sr. Human Resources Analyst | Job Details tab | Career Pages
Examples of Duties
- Plans, develops, coordinates, and implements recruitment processes; reviews requisitions for position vacancies; designs and prepares job notices and related advertisements; develops marketing and advertising campaigns/techniques; posts vacancies; actively recruits qualified applicants; screens applications; schedules and conducts new hire employment interviews as needed; provides feedback and answers questions from applicants; coordinates background checks, pre-employment physicals and drug testing; conducts reference checks; makes job offers; onboards employees; and ensures proper employment paperwork.
- Responsible for the accurate and daily maintenance of all employee information, including maintaining HRIS database; processes all applicable payroll change forms, oversees the maintenance of personnel files and records; preserves data/record management integrity.
- Supports the day-to-day administration of employee benefits programs, including medical, dental, vision, life, disability, and deferred compensation; coordinates the completion and processes employee benefit enrollments, data base administration; changes and terminations; processes address and beneficiary changes; coordinates and monitors FMLA and disability leaves; monitors employees for ACA related purposes; assists in coordinating open enrollment and benefits meetings; maintains benefits’ related records; serves as liaison between benefits’ vendors and employees; resolves problems and responds to questions.
- Assists with employee/management relations, including partnering with the departments to create and maintain appropriate, value-driven work environments; advises and counsels managers, supervisors, and employees regarding human resource matters, resolution of issues, grievances, and disciplinary actions; conducts employee exit interviews; promotes positive employee/management relations through assigned special committees and task forces; and assists in the development and implementation of employee recognition ceremonies and other such programs.
- Assists with organizational compliance with all applicable federal, state, municipal regulations, codes, policies, and procedures; advises management on state and federal regulations; interprets and advises management and employees on the policies, rules, regulations, and procedures relating to various employee programs and benefits; assists in developing and recommending changes to policies and procedures.
- Assists in assessing organizational training and employee development needs. Develops and recommends training goals and objectives. Plans, schedules, and coordinates training programs and contracting of instructors.
- Conducts research, studies, report generation, and project management on a wide variety of human resource topics, including salary and benefits, employee turnover, staffing levels, and human resource trends. Makes recommendations based on findings.
- Coordinates the daily functions of the City's auto, general liability, and workers’ compensation claims. Serves as primary contact for claimants and involved departments; gathers information on claims; reports claim to insurance carrier; and makes recommendations to prevent similar incidents. Manages all subrogation for internally managed claims and all court restitution for internally managed claims and assists in negotiating final recoveries. Responsible for maintaining related records.
- Processes insurance and human resource invoices and assists with allocations/reconciliations.
- Completes employee verifications, verifications of income, workers’ compensation wage statements, and various compliance reports.
- Assists in the maintenance of the classification and compensation system. Conducts job audits and classification and pay studies upon request; updates or develops new job descriptions as required; conducts compensation analysis; makes recommendations to develop and maintain classification standards.
- Provides coverage as needed for the receptionists.
- Provides support and assistance to the Civil Service Board as requested.
- Performs other related duties.
Senior Human Resources Analyst:
In addition to the previous Major Duties:
- Provides an elevated level of consultative support to city departments to assist in the delivery of approved levels of service.
- Develops an understanding of City operations and remains knowledgeable of initiatives, challenges, and best practices. Identifies organizational issues and assists departments to address issues.
- Conducts research, analyzes data, evaluates efficiency and effectiveness, and makes recommendations to improve operations.
- Directs and manages specific activities and operations assigned.
- Coordinates and/or conducts assigned investigations.
- Develops ordinances, policies, rules and regulations for employees, supervisors, management, and the public; develops and recommends changes to policies and procedures.
- Assists in development and implementation of department goals, objectives, and work plan. Develops and ensures that various operating procedures, standards, and guidelines are followed.
- Assists in the preparation and administration of the division budget; forecasts the necessary funds for staffing, equipment, materials, and supplies. Submits budget recommendations and justifications. Monitors expenditures against approved budget.
- Researches and analyzes legal requirements impacting human resource programs and services. Identifies exposures and liabilities of the city and takes steps necessary to comply or reduce exposure.
Typical Qualifications:
MINIMUM QUALIFICATIONS
Human Resources Analyst:
- Bachelor’s degree in human resources or related field from an accredited college or university; two years of general human resources or related field experience, performing human resource functions for a private sector organization or public sector agency.
- PHR/SPHR or SHRM-CP/SCP certification preferred.
- Equivalent combinations of education and experience may be considered.
Senior Human Resources Analyst:
- Bachelor’s degree in human resources or related field from an accredited college or university; four years of general human resources or related field experience and two years of experience at a professional level, performing human resource functions for a private sector organization or public sector agency.
- One year of supervisory/lead experience is highly desirable.
- PHR/SPHR or SHRM-CP/SCP certification is highly desirable.
- Equivalent combinations of education and experience may be considered.
Supplemental Information
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of human resources management principles, practices, and procedures.
- Knowledge of relevant local, state, and federal laws in particular Family and Medical Leave Act (FMLA), Fair Labor Standards Act (FLSA), Americans with Disabilities Act (ADA), Consolidated Omnibus Budget Reconciliation Act (COBRA), and Title VII.
- Knowledge of the structure, functions, and operations of city departments.
- Knowledge of computers and job-related software programs.
- Knowledge of Civil Service Board policies and procedures.
- Knowledge of HRIS, PlanSource, and Neogov.
- Skill in interpreting, understanding, and applying complex laws, policies, statutes, ordinances, and regulations.
- Skill in problem solving.
- Skill in mediating and resolving disputes.
- Skill in prioritizing and planning.
- Skill in interpersonal relations.
- Skill in developing and reviewing position classifications and salary analysis.
- Skill in the safe and lawful operation of a motor vehicle.
- Ability to use standard office equipment, computer equipment and software, including word processing, database management, spreadsheet applications, electronic mail, and Neogov.
- Ability to interpret and clearly articulate City policies and procedures regarding human resource administration.
- Ability to counsel managers, supervisors, and employees in sensitive, confidential, or otherwise difficult matters and to assist with resolution.
- Ability to resolve problems and coordinate grievance procedures, corrective actions, and terminations.
- Ability to collect and analyze data and make sound recommendations based on findings.
- Ability to listen well and communicate effectively orally and in writing with various audiences.
- Ability to research, develop and lead formal and informal presentations and discussions with diverse groups.
- Ability to conduct and review studies, analyses, and research on human resource topics.
- Ability to work effectively in a team environment.
- Ability to work in a challenging environment and to manage multiple and competing priorities.
- Ability to exercise discretion or independent judgment.
- Ability to supervise, direct and train employees.
- Ability to establish and maintain effective working relationships with City employees and management, elected and appointed officials, other agencies, and the public.
Senior Human Resources Analyst:
In addition to the previous requirements:
- Knowledge of the basic principles and practices of municipal budgeting and department contract administration.
- Skill in efficiently performing a wide variety of human resources and risk management functions for the various city departments.
- Skill in leading cross-departmental teams and managing complex or high-profile projects.
- Skills in independent analysis, making recommendations, and writing reports.
- Skill in bringing together resources and breaking silos to implement programs or solve problems.
- Skill in setting priorities, solving problems, and implementing initiatives.
- Ability to research, develop and lead formal and informal presentations and discussions with diverse groups.
- Ability to recommend and draft policies and procedures.
- Ability to skillfully prepare and review vendor proposals and agreements.
- Ability to research product distributors and service providers, and to analyze/evaluate proposals or bids, and make award recommendations.
- Ability to effectively monitor and evaluate vendor performance.
- Ability to exercise significant discretion or independent judgment.
SUPERVISORY CONTROLS
The Human Resources & Risk Management Director assigns work in terms of very general instructions. The supervisor spot-checks completed work for compliance with procedures and the nature and propriety of the final results.
GUIDELINES
Guidelines include state and federal employment laws, employee benefits guidelines, and city and department policies and procedures. These guidelines require judgment, selection, and interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of varied technical, analytical, and professional level human resources management duties. Frequent interruptions, the need for reprioritization, and the quality of business contacts/relationships contribute to the complexity of the position.
- The purpose of this position is to partner with City departments to ensure the organization’s ability to attract, retrain, and develop effective employees focused on the values and strategic objectives of the City by managing the city’s human resource management functions and to provide administrative support to the Civil Service Board. Successful performance helps ensure the overall effective and efficient operation of the City government.
CONTACTS
- Contacts are typically with employees, management, elected and appointed officials, attorneys, insurance carriers, third-party administrators, vendors, job applicants, other human resources professionals, and the public.
- Contacts are typically to exchange information, influence others, negotiate matters, resolve problems, and provide services.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects, distinguishes between shades of color, and utilizes the sense of smell.
- The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
- May supervise and direct the activities of assigned staff; makes recommendations regarding hiring, discipline, termination, or advancement of employees. Schedules employees, assigns work and monitors progress; guides, trains, and develops employees in the accomplishment of their duties and professional growth; writes and conducts performance evaluations.
**These are intended only as illustrations of diverse types of work performed. The omission of specific duties does not exclude them from the positions if the work is similar, related, or a logical assignment to the position.
