<p>Description</p> <p>SUMMARY</p> <p>This is responsible work performing a variety of administrative and human resources related duties for the Administrative Office of the Courts Human Resources (HR) department. The HR Specialist initiates, researches, and analyzes complex data and prepares reports, documents, letters, and forms. A variety of working relationships are established with courts system personnel, judges, non-judicial officers, vendors, judicial assistants, entity representatives and the general public. The HR Specialist works independently and as a team member and must exercise discretion in meeting deadlines and dealing with confidential and sensitive information. Work is performed under limited supervision.</p> <p>Primary responsibilities of an HR Specialist include the following: (1) Payroll Processing for Lee and Charlotte counties; State OPS; Audit for Collier County; (2) Benefits; (3) Records Management; (4) General HR Duties, and (5) Other Duties as Assigned.</p> <p>Examples of Duties</p> <p>ESSENTIAL DUTIES AND RESPONSIBILITIES</p> <p>The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.</p> <p>(1) Payroll</p> <ul> <li>Generates payroll reports and records for Lee, Charlotte, and State OPS </li><li>Audits Collier County payroll reports and records. Reviews documentation for accuracy and compliance purposes </li><li>Records work hours and submits payroll timesheets to Lee, Charlotte, and State OPS payroll offices </li><li>Attend training annually to remain current in area of responsibility as it pertains to rules, regulations, and laws </li><li>Submit completed payroll no later than specific deadlines including early submission deadlines </li><li>Troubleshoot employee paycheck and year-end report inquires </li><li>Secure, maintain, and distribute annual payroll schedules for all (5) counties and the State </li><li>Responsible for handling all aspects of sick leave donations and process for all (5) counties and State employees when necessary </li><li>Responsible for handling all aspects of sick leave conversion for Lee, Charlotte and Collier County funded employees annually </li></ul> <p>Lee, Charlotte, Collier and State OPS County Payroll</p> <ul> <li>Collect, compile, and audit timesheets to ensure proper processing of payroll including that of new hires, terminations, pay fluctuations, overpayments, underpayments, and changes </li><li>Review timesheets for entry and calculation errors, military leave, family medical leave, worker's compensation, short term disability, administrative leave, no pay, and compliance of personnel policy regulations </li><li>Notify HR Assistant Manager of FMLA, WC, STD, and any other relevant benefits' leave used on timesheet </li><li>Create or update leave pro-rated spreadsheet if "no pay" affects leave accruals </li><li>Create or update Military spreadsheet for employees out on military leave </li><li>Monitor trends in work hours and ensure team and supervisors are aware of how to comply with FLSA rule </li><li>Keep employees and managers apprised of important payroll related information and deadlines </li></ul> <p>(2) Benefits</p> <ul> <li>Assist the HR Assistant Manager with providing information to managers and employees regarding benefits during new hire orientations, email inquiries and any changes needed </li><li>Assist HR Assistant Manager with the following tasks: </li><li>Open Enrollment for State and County funded employees </li><li>Workers Compensation (WC) claims </li><li>Family Medical Leave requests for State and County funded employees </li></ul> <p>(3) Records Management</p> <ul> <li>Update, upload, and reorganize as needed current documents to Court Connect </li><li>Create new documents, forms, brochures, checklists, procedural and instructional manuals, etc. as needed </li><li>Maintain current forms, documents, and links in correct folders electronically and physical files as necessary utilizing Microsoft Office products </li><li>Follow all records retention guidelines as they pertain to payroll </li></ul> <p>(4) General HR Duties</p> <ul> <li>Processes, logs, and performs employment verification screening on selected applicants </li><li>Assists in maintaining HRIS, HRMS, and Kwik Tag databases regarding personnel records, employee data, and salary records </li><li>Maintains compliance with federal and state retention, privacy, and filing guidelines. </li><li>Respond to inquiries regarding policies, procedures and programs </li><li>Develop, implement, evaluate, and modify procedures to improve workflow for efficient processing in area of responsibility </li><li>Maintain level of expertise in HR laws and regulations </li><li>Assist with providing Benefit documentation at time of hire to all County and State funded employees </li><li>Participate on interview panels on a rotating basis or more often as needed </li><li>Attend training annually to remain current in HR best practices and procedures </li><li>Serve as liaison between all AOC departments; maintain effective relationships with all Court Administration employees, judicial assistants, and the judiciary </li></ul> <p>(5) Other duties as assigned</p> <p>Typical Qualifications</p> <p>QUALIFICATIONS</p> <p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p> <p>Knowledge of:</p> <ul> <li>Federal, State, and Local Wage and Employment Law Rules and Regulations </li><li>Various types of Employee Benefits and the Laws and Regulations related to them </li><li>Florida Public Records rules pursuant to Rules of Judicial Procedure & Florida Statute 119.07 </li><li>Employment records management and retention requirements </li><li>Rules of English grammar, spelling, and punctuation </li><li>HR office procedures, practices and policies </li><li>Microsoft Word, Excel, PowerPoint, and Outlook </li></ul> <p>Ability to:</p> <ul> <li>Maintain confidentiality of private, personal, and/or sensitive information </li><li>Represent the AOC and HR department in a professional manner </li><li>Provide effective, accurate and professional, polite, friendly and prompt customer service to the public and other agency personnel, AOC employees and the Judiciary </li><li>Operate a computer, utilize Microsoft Office Suite and a multitude of other software programs and databases with limited or no formal instruction </li><li>Work independently and to understand and carry out complex written and oral instructions </li><li>Work under pressure and meet deadlines </li><li>Work effectively both independently and as a team member </li><li>Plan, organize, and complete special assignments with minimal direction and/or supervision </li><li>Pay close attention to detail in order to provide an accurate work product </li><li>Maintain organization of workspace, equipment, projects and files, etc. </li><li>Travel occasionally throughout the circuit and State for trainings, meetings, and interviews utilizing an automobile </li><li>Be flexible, trustworthy, and dependable </li><li>Work the required hours of 8:30 a.m. to 5:00 p.m. Monday through Friday </li><li>Maintain consistent and regular attendance, which is required </li><li>Maintain CJIS Security Awareness Training - level 2 </li></ul> <p>Supplemental Information</p> <p>EDUCATION and/or EXPERIENCE</p> <ul> <li>Three or more years of experience processing payroll is required; </li><li>Two or more years of experience in employee benefits administration is required: </li><li>Two years of experience in a Human Resources Department within the past five years is required; </li><li>Associates degree in human resources, public or business administration, management, employment law, or a closely related field. Related experience may substitute for the recommended education level on a year-for-year basis. </li></ul> <p>CERTIFICATES, LICENSES, REGISTRATIONS</p> <ul> <li>CJIS Security Awareness Training - level 2 </li><li>State of Florida Notary Public Certification is required within six (6) months to one (1) year of hire </li></ul> <p>SUPERVISORY RESPONSIBILITIES</p> <p>None</p>