Human Resources Coordinator

The purpose of this classification is to assist with the administration of and support the day-to-day operations of the City's Human Resources functions and duties. This position will provide administrative support to the Director and Assistant Director, and assists more broadly across the Human Resources Department. Areas of assignment include, but are not necessarily limited to, administrative support, records management, engagement & recognition programs, onboarding; benefits maintenance; training coordination; and other Human Resources related functions. The incumbent is required to communicate in a professional, tactful, and courteous manner, providing accurate information in response to a variety of inquiries regarding employment and human resource related matters. Successful performance of the work requires the frequent use of discretion, independent judgement, confidentiality, and knowledge of the City services, polices, procedures, and the functions of the Human Resources Department with problems of an unusual nature referred to a superior for resolution. The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Coordinates and provides a wide variety of complex, responsible, and confidential duties to the Human Resources Department. Performs secretarial duties for the Director & Assistant Director, including but not limited to: maintaining calendars, scheduling and arranging meetings and appointments, drafting and typing business correspondence, organizing department meetings, making travel arrangements, taking dictation and transcribing letters, minutes, and statements, answering and screening telephone calls, and assisting staff, visitors and others. Serves as initial and/or primary point of contact for the Human Resources Department; screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence; escalates or re-directs visitors and/or inquiries as needed. Coordinates employee recognition efforts, reward programs, and events that foster morale and workplace culture. Responsible for processing departmental mail and ordering office supplies. Assists in ongoing maintenance of HRIS platforms and associated data sets/systems; Processes written and telephone request for employment/mortgage verification by retrieving information from computer and personnel records. Provides administrative support for various HR programs including public records requests, personnel file subpoenas, and labor-management committee activities. Prepares and responds to public records requests in accordance with Florida State Statute 119; researches various systems as needed to retrieve requested information; prepares and redacts employee files in preparation for public viewing. Performs and coordinates departmental disposition of paper records in accordance with the State of Florida General Records Schedule. Prepares Commission agenda documents. As assigned, assists with the recruitment and selection functions of the department including advertisement, applicant screening, scheduling examinations and interviews, administering testing, conducting verifications of employment and reference checks, and scheduling and preparing documents for pre‑employment medical exams and criminal history check appointments. As assigned, assists in the maintenance of group health and voluntary benefit plans and in the implementation of a variety of educational programs promoting wellness and preventive health approaches. As assigned, assists in the facilitation of staff development training and branding initiatives; schedules participants into training sessions; tracks participants and training records; enters training records into database and maintains it. Oversees the proper operation and maintenance of the department's computer hardware, software and peripherals; coordinates repair and maintenance needs; coordinates system improvements and upgrades. Attends conferences, committee meetings, and interdepartmental meetings relating to human resources related issues as required; makes speeches or presentations. Plans, enacts, and monitors special programs, projects and activities as directed by the Human Resources Director and management staff. Executes special assignments. Keeps supervisor informed of changes in the status of important projects; and makes timely adjustments to projections. Ensures strict confidentiality in all matters. Performs moderately complex work under limited supervision and exercises professional discretion when handling sensitive or confidential matters, consistent with applicable legal and ethical standards. ADDITIONAL FUNCTIONS Provides assistance or coverage to other employees as needed. Accessible to provide support to the Director & Assistant Director outside normal business hours when necessary. Performs other duties as assigned. Bachelor's Degree from an accredited college or university in human resources management, industrial psychology, public administration, business administration, or closely-related field; and One (1) year of responsible administrative support experience in a Human Resources, Legal, Government, or similar environment; and Possess (or obtain within fourteen (14) days of hire) and maintain a valid Florida driver’s license. Or Associate’s Degree from an accredited college or university in human resources management, business administration, or closely-related field; and Three (3) years of responsible administrative support experience in a Human Resources, Legal, Government, or similar environment; and Possess (or obtain within fourteen (14) days of hire) and maintain a valid Florida driver’s license. PREFERRED QUALIFICATIONS Minimum Qualifications for education and experience must be met before consideration of the following preferred Qualifications: Experience working in a human resources department Previous municipal or county experience The ability to clearly communicate Department and City Goals, Policies, Strategic Plans and other key information to employees and peers using multiple communication platforms including e-mail and social media. Effectively communicates with supervisor, employees, other departments, contractors, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Accurately and expeditiously responds to inquiries for information from various individuals. Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. KNOWLEDGE, SKILLS, and ABILITIES Strong organizational skills for managing schedules, projects, and information, ensuring efficient workflow and meeting deadlines. Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to reach consensus between individuals. Ability to deal effectively across all levels of the organization. Skill in transcribing dictation using notes or dictating equipment. Ability to quickly adapt to change and keep a flexible approach to work. Ability to establish and maintain effective and harmonious working relationships with all persons interacted with during the performance of duties. Ability to maintain accurate and organized records, files, and documents. Ability to learn and demonstrate knowledge of human resources policies, practices and procedures. Ability to schedule, organize, and manage meetings, including preparing agendas, taking minutes, and following up on action items. Ability to assist with planning, organizing, and executing projects, including tracking progress and ensuring timely completion. Ability to conduct research, gather information, and analyze data to support decision-making. Ability to maintain strict confidentiality and handle sensitive information and situations with discretion and tact. Ability to effectively communicate digitally, orally, and in writing. Strong written and verbal communication skills Skill in writing of professional and effective letters, memos, emails, and reports. Demonstrated ability to evaluate issues and recommend reasonable solutions. Physical and Sensory Requirements / Environmental Factors Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements : Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors : Essential functions are regularly performed in usual office conditions with rare exposure to adverse environmental conditions. The City of Boynton Beach, Florida, is an Equal Opportunity Employer (EEO) and Affordant Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications). Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability. VETERANS' PREFERENCE: Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City’s hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City. #J-18808-Ljbffr City of Boynton Beach