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PUBLIC DEFENDER'S OFFICE, 20TH CIRCUIT-ADMINISTRATIVE ASSISTANT II - 21013878

Date: Feb 7, 2018

Location: FORT MYERS, FL, US, 33901

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Requisition No: 27672 

Agency: Justice Administrative Commission

Working Title: PUBLIC DEFENDER'S OFFICE, 20TH CIRCUIT-ADMINISTRATIVE ASSISTANT II - 21013878

Position Number: 21013878 

Salary:  $35,000.00 

Posting Closing Date: 03/05/2018 

The Office of the Public Defender, 20th Judicial Circuit.

To apply, complete the online process through People First.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES

The primary responsibility of an HR Assistant is to assist the Director of Administration, and act as a liaison between our employees and the various agency resources available to them. Duties include, but are not limited to:

Daily job duties and responsibilities:

•Answering employee questions
•Processing incoming mail
•Creating and distributing documents
•Providing customer service to organization employees
•Serving as a point of contact with benefit vendors/administrators
•Maintaining computer system by updating and entering data
•Setting appointments and arranging meetings
•Maintaining calendars of HR management team
•Compiling/preparing reports and spreadsheets

HR assistants are involved in a number of areas of human resources, including:

Recruitment/New Hire Process

•Participating in recruitment efforts
•Posting job ads and organizing resumes and job applications
•Scheduling job interviews and assisting in interview process
•Collecting employment and tax information
•Ensuring background and reference checks are completed
•Preparing new employee files
•Overseeing the completion of compensation and benefit documentation
•Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
•Assisting with benefit enrollment process
•Administering new employment assessments
•Serving as a point person for all new employee questions

Payroll and Benefits Administration

•Processing payroll, which includes ensuring vacation and sick time are tracked in the system
•Answering payroll questions
•Facilitating resolutions to any payroll errors
•Participating in benefits-related tasks as assigned

Record Maintenance

•Maintaining current HR files and databases
•Updating and maintaining employee benefits, employment status, and similar records
•Maintaining records related to grievances, performance reviews, and disciplinary actions
•Performing file audits to ensure that all required employee documentation is collected and maintained
•Performing payroll/benefit-related reconciliation
•Performing payroll and benefits audits and recommending any correction action
•Completing termination paperwork and assisting with exit interviews

QUALITIES/ABILITIES 
To effectively perform the duties of a human resources assistant, individuals must be able to demonstrate a number of competencies that are essential to the position, which include:
•Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
•Must possess strong interpersonal skills
•Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the HR management team, and in group presentations and meetings
•Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
•Must be able to prioritize and plan work activities as to use time efficiently
•Must be organized, accurate, thorough, and able to monitor work for quality
•Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback
•Must be flexible in work assignments and processes based upon need/priority
•Must be able to travel to various locations throughout the circuit for assignments and training
•Must be able to utilize Microsoft Word, Excel, and Outlook effectively 
EDUCATION & EXPERIENCE 
A bachelor's degree from an accredited four-year college/university is required, preferably in Human Resources or Business Administration.
2-3 years experience in Human Resources
LANGUAGE SKILLS 
Ability to read, analyze and interpret general business periodicals, technical procedures, legal documents and
governmental regulations. Ability to write reports, business correspondence and transcripts. 
MATHEMATICAL SKILLS 
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. 
REASONING ABILITY 
Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Must be able to evaluate problems, isolate key issues, research and develop alternative solutions. 
PHYSICAL DEMANDS 
While performing the duties of this job, the employee is regularly required to be mobile, speak, and hear. The employee is frequently required to sit and reach with hands and arms. The employee may be required to stand. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORK ENVIRONMENT 
The noise level for this position is moderate. 
EQUIPMENT UTILIZED 
Personal computers, printers, copiers, scanners, telephones, calculators, phone 
This position description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills and abilities. Employees of the Office of the Public Defender, are at-will employees. This document does not create employment contract, implied or otherwise, and may be revised or rescinded at any time, due to operational necessity, at the sole discretion of the Public Defender.

 

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.


Nearest Major Market: Fort Myers
Nearest Secondary Market: Cape Coral