Human Resources Specialist - Records Coordinator

Highly responsible position involving specialized, detailed, and confidential work in all areas of Human Resources (HR) Records Management, as well as all other pertinent personnel-related functions involving Alachua County Sheriff’s Office (ACSO) employees. Requires the exercise of considerable independent judgment, discretion, self-direction, and self-motivation.

Work is performed under the direction of the HR Employment Manager. Performance is evaluated through observation, results obtained, and appropriate employee performance appraisals.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES*

• Ensure applicant files are properly tracked and prepared for off-site storage
• This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of specific job functions or tasks does not absolve an employee from being required to perform additional tasks incidental to or inherent in the position.
• Ensure retiree personnel files are scanned into FileBound and properly tracked and prepared for off-site storage
• Assist the public with information regarding ACSO by telephone, e-mail, or in person
• Maintain personnel and background files on employees with the ACSO
• Ensure all documentation pertaining to employee files is scanned into the FileBound system
• Coordinate attendance and prepare packets for New Hire Benefits Orientation
• Complete public records requests in compliance with Florida Statue 119 – Public Record Law
• Perform daily clerical duties, i.e., collect and distribute mail, type letters, file applicant and employee material, Xerox, send faxes, etc. as required by the HR Bureau, the HR Employment Manager, the HR Director, and the Chief of Staff
• Track and complete various verification forms on employees and/or applicants
• Maintain a sufficient supply of forms and any other necessary paperwork needed for orientations
• Assists the Benefits/Risk Coordinator with logging risk documents, sending work status emails to supervisors, entering on-the-job injuries/illnesses into employee’s OSHA in HR Module, and other assignments as needed
• Maintain and store files on applicants not recommended for hire
• Serve as an alternate for the Benefits/Risk Coordinator by presenting Risk presentation during New Hire Orientations

SPECIAL REQUIREMENTS

• None.

WORK CONDITIONS

• Normal office environment and hours

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to manage time efficiently, prioritize tasks, and reach closure on projects
• Skilled in assessing productivity and need for change
• Skilled using a computer and other basic office equipment, including copy machines and/or multi-line telephone systems
• Skilled in dealing with people of all types
• Skilled in coordinating/completing multiple tasks while entertaining frequent interruptions
• Skilled in using computers for data entry, word processing, and accounting purposes
• Ability to track and maintain multiple files stored in multiple locations
• Knowledge of federal and state laws regarding Florida Public Record Laws
• Knowledge of ACSO rules, regulations, policies, and procedures, particularly in regard to employee rights and responsibilities
• Ability to make sound decisions with minimal supervision
• Ability to handle sensitive and confidential information discretely
• Ability to establish and maintain an effective working relationship with the ACSO administration, co-workers, other agencies, and the general public
• Ability to communicate effectively, both orally (public speaking) and in writing
• Ability to find information needed by new or current employees

QUALIFICATIONS

EDUCATIONAL REQUIREMENTS

[X] High School/GED

[ ] Associate’s Degree [X] Preferred

[ ] Bachelor’s Degree [X] Preferred

Preferred Major(s) Public Administration, Human Resources, or other related field

EXPERIENCE AND TRAINING

• Good knowledge of clerical practices and office machines
• Good working knowledge of Microsoft Office Suites
• Type 35 or more Correct Words per Minute (cwpm)
• Pass all associated clerical testing

CERTIFICATION AND LICENSING

• None

PHYSICAL REQUIREMENTS

• Sit/stand for moderate periods
• See/hear at a normal range
• Work at a computer for moderate periods
• Ambulate independently
• Bend/stoop/climb
• Manual dexterity
• Speak, read, and write English understandably
• Lift/carry 25 pounds
• Push/pull light loads