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Administrative Technician
Panama City Beach, Florida
Salary $17.93 - $22.86 Hourly
Location PCB, FL
Job Type Full-time
Job Number 00452
Department Administration
Division Administration
Opening Date 12/02/2024
Full Job Description and Apply HERE
Description
Under general supervision, works closely with Communications and Human Resources staff and provides support for functions associated with the City’s website and social media platforms, branding, media, recruitment, selection, onboarding, off-boarding, training, workers’ compensation, communications, and other tasks as assigned. Provides back-up support to receptionists, accounts payable, and administrative staff as assigned.
MAJOR DUTIES
Communications:
- Assists in updating the City’s website, intranet, social media information, and other communication platforms.
- Proofreads and edits written material to ensure accuracy and branding consistency.
- May assist and provide support with graphic design, and desktop publishing projects, as needed for City recruitments, publications, or reports; develops and maintains reference manuals, including program processes and procedures, office operations, and employee handbooks.
- Responds to questions received by phone, email, and social media from City residents and businesses.
- Assists in coordinating or gathering information for press releases and media advisories.
- Assists with communications and coordination with vendors (e.g., getting quotes from vendors, sending files, processing invoices).
- May attend after hours functions or events when needed.
- Assists with special event planning as needed and assigned.
- May assist with arranging media interviews as needed.
- Advertises vacant positions; attends job fairs; screens selected applications for minimum qualifications; schedules interviews and interview rooms as needed; assists with requesting background investigations; and completes education verifications and reference checking upon request.
- Assists applicants with questions regarding the application process and arrangements for drug testing, other pre-employment physicals/tests, and may coordinate hire dates with departments. Reconciles monthly billing for backgrounds and medical testing.
- Assists with applicant tracking system and closing recruitment files when selection process is completed; purges electronic and hard-copy recruitment files per retention schedule.
- Assists in ensuring recruitment and human resources related documentation is completed properly; prepares employee paperwork for submission to payroll.
- Responds to a wide variety of questions from hiring managers, employees, and customers, including information on processing forms, special programs and activities, recruitment, position vacancies, and policies and procedures.
- Works closely with staff and provides support with workers’ compensation and property and liability claims. Communicates with injured workers, including providing initial direction and appropriate follow up regarding filing workers’ compensation claims. Ensures all required forms and paperwork are provided to City’s insurance carrier. Interfaces with City departments regarding questions. Monitors low-level Medical Only claims and provides direction to adjusters, as needed.
- Assists with the DOT random drug testing program including coordinating the initial paperwork and the random drug testing with the occupational clinic and the supervisors. Maintains Commercial Driver’s License (CDL) renewals and physicals. Obtains confirmations of renewals.
- Assists in managing all Certificate of Insurance tracking. Works in managing Certificates of Insurance for new contractors, suppliers, and other parties. Monitors expiring Certificates of Insurance. Requests renewal Certificates from contractors, suppliers, and other parties and follows-up as needed.
- Performs administrative support functions, such as data entry, typing, filing, reviewing and processing paperwork, maintaining logs, scanning and preparing photocopies of various documents, and researching inconsistencies in records. Types a variety of materials that may include correspondence, memoranda, reports, job descriptions, communications, resolutions, policies, schedules, or records from prepared or handwritten copy. Assumes responsibility for correct spelling, punctuation, grammar, and format. May translate communications or documents as needed if fluent in other languages.
- Generates statistics; tracks, researches, collects, and compiles data; prepares supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed. Creates organizational charts.
- Researches, compiles, organizes, and analyzes data for special projects or reports as assigned. Assists in the preparation of comprehensive reports.
- Assists with the coordination of meetings/appointments, workshops, activities, and other events, which may include managing catering orders, set-up, and clean-up. May coordinate/track vacation calendars. May coordinate travel arrangements.
- Reviews all incoming mail (paper and electronic); drafts routine responses and directs inquiries made in person, email, or by telephone to appropriate individuals for response. Identifies sensitive issues and brings them to the immediate attention of director/management.
- Interacts with other departments/divisions; serves as a liaison between the department/division and outside agencies.
- Files and retrieves information as needed; establishes and maintains a variety of tangible files including, but not limited to, correspondence, job descriptions, contact lists, forms, cards, receipts, reports, and records; or other audit and tracking records.
- Develops and maintains reference manuals, including program processes and procedures, office operations, and employee handbooks.
- May take and distribute meeting minutes.
- Acts as a backup receptionist for the front counter by performing acts such as answering telephone switchboard calls, providing information to the public, and distributing mail.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS
- High school diploma. Associate degree in human resources, communications, graphic design, or related field from an accredited college or university desirable.
- Two years of related experience.
- Notary Public for the State of Florida or ability to obtain within six months of employment.
- Previous Communications or Human Resources experience is highly desirable.
- Equivalent combinations of education and experience may be considered
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of computers and job-related software programs.
- Knowledge of the principles and practices of customer service.
- Knowledge of grammar, punctuation, and spelling.
- Skill in providing a high level of quality customer service to a diverse client base.
- Skill in using standard office equipment, computer equipment and software including word processing, database management, spreadsheet applications, and electronic mail.
- Skill in developing, organizing, and maintaining accurate records and filing systems.
- Skill in accurately entering and maintaining data.
- Ability to achieve timeliness, completeness and assuring proper quality control.
- Ability to handle sensitive information confidentially and professionally.
- Ability to respond with tact, composure, and courtesy even when encountering contentious circumstances and assisting individuals who may be experiencing significant stress.
- Ability to work cooperatively and effectively in a team environment.
- Ability to prioritize work and meet deadlines.
- Ability to work on a variety of assignments and projects concurrently.
- Ability to be accurate and focus attention on tasks, which may be routine or repetitive, without losing concentration or becoming distracted.
- Ability to adapt to interruptions, equipment failures, unusual demands or changing priorities.
- Ability to compile information and prepare detailed reports.
- Ability to read, interpret, explain, and comply with a variety of policies and procedures.
- Ability to maintain appropriate keyboard skills necessary for successful job performance.
- Ability to listen well and communicate effectively verbally and in writing with various audiences.
- Ability to establish and maintain effective working relationships with City employees, insurance providers, governmental agencies, and the general public.
SUPERVISORY CONTROLS
Communications Manager and Human Resources Analyst(s) coordinates and assigns work in terms of general instructions. Work is reviewed for compliance with procedures, accuracy, and the nature and propriety of the final results by the functional supervisor for the work assigned.
GUIDELINES
Guidelines include City and department policies and procedures, employee benefits guidelines, and records retention schedules. These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of a variety of administrative and technical duties. The purpose of this position is to provide administrative and technical support for Administrative Departments/Divisions, including, but not limited to City Clerk, Communications, Finance, and Human Resources & Risk Management which contributes to the complexity of the position.
- Strict guidelines governing record collection and retention which contributes to the complexity of the position.
- Frequent interruptions, the need for reprioritization, and the quality of business contacts/relationships contribute to the complexity of the position.
CONTACTS
- Contacts are typically with various Administration personnel, employees, management, applicants, claimants, other agencies, the press, and the public.
- Contacts are typically to exchange information, 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, walking, bending, crouching, or stooping. The employee occasionally lifts light and moderate objects, distinguishes between shades of color, and utilizes the sense of smell.
- The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
- None
Join Our Team as a Human Resources & Training Supervisor at CHELCO
Are you a seasoned HR & Training professional looking for a dynamic leadership role? Do you thrive in a collaborative environment where your expertise can make a real impact? If so, we have an exciting opportunity for you!
If you are ready to take your HR career to the next level and contribute to the success of our cooperative, we invite you to apply for the Human Resources & Training Supervisor position at CHELCO. Join us in shaping a brighter future for our employees and community!
This Position:
As a Human Resources & Training Supervisor, you will assist in planning, directing, and coordinating HR activities and staff. You will ensure compliance with HR laws and regulations, develop, and implement personnel policies and procedures, oversee benefits administration, and lead recruitment efforts. This position is instrumental in designing, implementing, evaluating, and supporting comprehensive training programs aimed at enhancing employee skills, performance, and productivity Additionally, you will collaborate with business leaders to design and deliver impactful organizational and individual development solutions. Position reports to the Manager of HR & Training. This is an on-site position.
HR & Training Supervisor Minimum Requirements:
This position requires candidates to have:
- Bachelor’s degree in human resources, business administration, education, industrial/organizational psychology, or related field and eight or more years of directly related experience, or master’s degree with five or more years of directly related experience. (master’s degree preferred)
- Five+ years of supervisory experience in HR or related field
- Knowledge of employment law, compensation, recruitment, and training
- Strong communication, leadership, and problem-solving skills
- Ability to work collaboratively with diverse teams and stakeholders
- HR certification is a plus. (Must be able to attain either a PHR/SPHR, SHRM-CP/SHRM-SCP within 18 months of being selected for position.)
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), learning management systems (LMS) and e-learning tools.
- Must meet criteria to obtain access credentials for the U.S. government installations included in the Eglin AFB Utility Privatization contract.
- Must be available to perform duties for emergency response and storm restoration and be available for non-standard hours work.
Position Duties:
The HR & Training Supervisor performs the following duties (not all-inclusive):
- Maintain compliance with federal, state, and local HR laws and regulations
- Assist in developing and implementing HR policies and procedures
- Ensure accuracy of payroll data and benefits administration
- Oversee benefits administration and recruitment efforts
- Coordinate employee onboarding and orientation programs
- Assist in developing and implement employee training initiatives
- Assist in performance management and succession planning
- Handle difficult personnel issues and disputes
Why Should You Apply? This career will give you the opportunity to . . .
· Work for a progressive, community-focused company
· Work with a strong, goal-oriented, experienced team
· Contribute to the quality of life of our members, community, and employees
· Receive exceptional benefits and competitive pay
Our Cooperative:
Choctawhatchee Electric Cooperative, Inc. (CHELCO) is not like other utilities. We are a not-for-profit cooperative, meaning we are owned solely by our members. We are unlike investor-owned utilities because we do not have shareholders to answer to. We listen to our members and appreciate their feedback to continuously improve our business model and better serve them, now and always.
We are an electric distribution cooperative employing more than 175 people and serving more than 63,000 accounts in Walton, Okaloosa, Holmes, and Santa Rosa counties in the panhandle of Florida. The cooperative owns and maintains over 4,500 miles of line, including those on Eglin Air Force Base, and we have six area offices, including our headquarters in DeFuniak Springs.
Our Benefits:
CHELCO proudly offers its employees medical, dental, vision, flexible savings or health savings accounts, NRECA pension plan, 401k with company match, life insurance, short-term disability, education/professional development, wellness, and safety program incentives, generous paid time off, volunteer time off, and ten paid holidays a year.
Apply Now!
Apply at http://www.chelco.com/careers. The starting salary for this position is $81,723.20 ($39.29/hour). Applications will be accepted from 08/23/2024 through 8:00 a.m. on 09/16/2024. Resumes and cover letters are only accepted with a completed application. Questions? Call HR & Training at 850-307-1127. Applicants selected for an interview will be notified. Drug Free-EOE-M/F/Disability/Veteran.
Employee Relations Manager
Job Summary
The Employee Relations Manager is responsible for the overall administration and coordination of various types of employee relations functions including conducting investigations into alleged violations of Walton County BCC ‘s HR policies and procedures, presenting findings and making recommendations to leadership.
Due to the sensitive nature of the role, the Employee Relations Manager shall not be related to any other employee within the Walton County BCC as defined in Policy 2.11 – Nepotism / Employment of Relatives.
Essential Job Functions
- Addresses complex and sensitive employee concerns through investigations, including employee complaints and reported policy violations
- Determines facts, reaches conclusions, drafts reports, and presents findings to leadership for further actions, including any employment action recommendations within a timely manner
- Partners with HR employees, internal, and external legal counsel on employee relations matters, including behavioral issues, disciplinary actions, policy application and enforcement, or other issues representing risk to the organization
- Forms collaborative relationships with leaders and employees to execute strategies and efforts to support the strategic objectives of the Walton County BCC
- Develop and implement HR strategies and initiatives aligned with the overall business strategy and prepare reports for executive leadership
- Support current and future business needs through the development, engagement, motivation, and preservation of human capital
- Develop and monitor overall HR strategies, systems, tactics, and procedures across the organization
- Assess, monitor, and conduct training to educate employees on various HR related functions
- Report to management and provide decision support through HR metrics
- Ensure legal compliance throughout human resource management
- Adheres to work schedule and attendance requirements, including nights and weekends
- Performs other work as directed and required
Knowledge, Skills, and Abilities
- Knowledge of federal, state, and law employment and labor laws including but not limited to the Equal Employment Opportunity (EEO) law, the Fair Labor Standards Act (FLSA) and the American with Disabilities Act (ADA)
- Knowledge of all Walton County BCC HR policies, processes, and procedures
- Knowledge of the methods and techniques for gathering and compiling data
- Knowledge of interviews techniques and practices
- Skill in conflict resolution and mediation skills
- Skill in the use of various computer hardware and software including Microsoft Office products
- Skill in active listening, negotiation, and presentation ideas
- Skill in identifying, monitoring, and drafting reports for HR metrics
- Skill in facilitation of training and developing teams
- Skill in project management, human resource management, and conflict resolution
- Ability to be an objective and trusted advisor for different stakeholders
- Ability to work independently with minimal supervision
- Ability to write complex reports and correspondences utilizing legal and HR terminology
- Ability to utilize a case management system to promptly and accurately document ER cases
- Ability to communicate effectively verbally and in writing
- Ability to establish and maintain effective, courteous working relationships with public officials, peers, other divisions and departments, and citizens
- Ability to remain calm in stressful situations and to take a teamwork approach to the job by cooperating with others, offering to help others when needed, and considering larger organization or team goals rather than individual concerns
Minimum Qualifications
Required:
- Bachelor's degree from an accredited college or university with a major in human resources, public administration, business management, legal or a closely related field
- Four (4) or more years of professional experience in a human resource, project management, investigative role, or similar field
- Valid driver’s license
Preferred:
- Professional in Human Resources (PHR) certification or equivalent
- Master’s degree from a regionally accredited college or university with a major in human resources, public administration, business management or a closely related field
Note: At the discretion of the hiring manager and/or the Chief Human Resources Officer an equivalent combination of education and experience may be considered.
Physical Demands and Work Environment
The following physical activities are necessary to perform one or more essential functions of this position. A reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Sits or stands for long periods of time. Communicates effectively in person or by using telecommunications equipment. Creates documents, reports, etc., using a writing instrument (such as a pencil or pen) or computer. Grasps, turns, and manipulates objects of varying size and weight, requiring fine motor skills and hand-eye coordination. Moves, lifts, carries, and places objects weighing up to 25 pounds without assistance. Work is performed mostly in an office setting where the noise level is usually quiet. Travel between locations to effectively address the business needs of the department.
This position may be required to report for work when a declaration of emergency has been declared in Walton County.
Effective Date: 2/10/2024
Department: Human Resources
Position #: 108937
Job Class: Employment Service Exempt
Pay Plan: W23 ($62,167 base)
Personnel Status: Full Time Permanent
Position Reports to: Chief Human Resources Officer
FSLA Status: Exempt (Administrative)
EEO Class: Professionals
EEO Function: Financial Administration
Safety Sensitive: No
The Walton County Board of County Commissioners provides a very comprehensive benefits package including health insurance coverage (employee premium 100% paid by employer), low-cost family coverage, low-cost dental and vision coverage, employer paid life insurance, Florida Retirement System options, Paid Time Off, paid holidays, wellness program, and tuition reimbursement. If interested please apply at Careers | Walton County, FL - Employee Relations Manager
