HR Administrative Assistant

GENERAL DESCRIPTION OF POSITION

The HR Administrative Assistant plays a vital role in supporting human resources and administrative functions within the Clerk's office. This position ensures smooth internal communication, assists in planning and executing employee recognition initiatives, and provides essential HR support. Additionally, the role includes serving as backup for the Public Information Officer, contributing to external communications when needed.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Administrative Support : Provide administrative support to the administrative, executive and human resource teams, including coverage during absences, scheduling appointments, coordinating meetings, creating and maintaining standard operating procedures, and preparation of internal presentations, materials and coordination of refreshments for Clerk's Employee Institute.
• Document Management : Maintain and organize files, records, and documents, ensuring confidentiality and compliance with office policies.
• Event Planning : Plan, coordinate and execute office-wide deputy clerk recognition programs, birthday recognitions, anniversaries, and CEI graduation, which may require a schedule adjustment due to the timing of the planned event as well as travel to obtain the necessary supplies for events. Assist leadership in planning and executing other special events, including but not limited to, annual deputy clerk appreciation events occurring in Spring and Winter.
• Office Communications : Serve as backup for the Public Information Officer during their absence, manage internal office platforms (such as the internal newsletter), create presentations for internal events (including recognition events), and design and update electronic office event flyers on a quarterly basis or as needed.
• Clerk Assets : Custodian for asset inventory in the Administration and Human Resources departments.
• Deputy Clerk Records Management : Maintain and update deputy clerk records, ensuring accuracy and confidentiality. Assist with the organization and filing of personnel documents.
• Recruitment Support : Assist with the recruitment process, including posting job advertisements, scheduling interviews, requesting references, and conducting reference checks.
• Benefits Administration : Assist with benefits enrollment, prepare and distribute FMLA leave packets.
• Performance Evaluation : Prepare merit action forms for HR Generalist review and monitor evaluation timelines.
• General Office Duties : Perform general office duties such as answering phones, responding to emails, managing office supplies, and maintaining a tidy office environment.
• Documentation Tracking : Track and ensure all staff sign updated job descriptions and policy attestations and monitor participants' attendance at trainings.
• Office Support : Assist with the wellness of the office maintaining first aide stock, air purification systems, cleaning supplies, and desk chair orders and maintenance. Contact for vending machines located in lobby of Courthouse.
• Onboarding Assistance : Support the onboarding process by preparing new hire packets, creating and provisioning badges, and coordinating orientations. Ensure all required documentation is completed.
• Confidentiality : Handle sensitive information with the highest level of discretion and confidentiality.
• Problem Solving : Address and resolve any administrative issues that arise, ensuring efficient and effective office operations.
• Technology Use : Utilize various software and tools for scheduling, document management, communication, and other administrative functions.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows :

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized

to work in the United States. The Clerk is required to comply with E-Verify and Department of Revenue

reporting requirements. Deputy clerks are required to complete an I-9 form and produce documents

establishing both employment authorization and identity. The list of acceptable documents can be located

at - .

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC / NCIC network and other

resources to conduct background checks on applicants selected as potential new hires. Deputy clerks

are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of

employment. Fingerprints will be submitted to National Rap Back and are retained at FDLE and the

Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent

modifications to a deputy clerk's criminal history records. Fingerprints are retained for the duration of the

deputy clerk's employment. The Clerk will no longer have access to records upon separation of

employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal

charge against themselves as soon as practically possible. Employability and continued employment of

a deputy clerk who has a criminal record is decided on a case-by-case basis. Per the FBI's CJIS Security

Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are

required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure

areas where CJI is handled, processed, or stored. Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace. This policy is

established pursuant to the drug-free workplace program under Fla. Stat. §440.101-102. During the

course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence

or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited.

The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury / accident

testing, and negative dilute retests.