OPS HUMAN Resources Assistant - 42901054

Ops Human Resources Assistant

This is a part-time other personal services (OPS) position within the Human Resources Office of the Florida Department of Agriculture and Consumer Services, Division of Plant Industry. The role involves record maintenance, reporting, various administrative tasks, and providing support for the bureaus within the division.

Job Duties

• Maintains official and working files for employees, to include both the paper files and electronic files (On Base).
• Assists with records' inventory, including archiving and disposition of records approved for disposal.
• Updates and maintains electronic records in People First, including driver license and home address, as requested.
• Uses driver license expiration status report to notify employees and their supervisors of driver license discrepancies.
• Ensures resolution and updates pertinent records in People First.
• Requests and receives employee photos.
• Uses photos to request employee identification and access badges.
• Notifies employee if payment is required and advises on payment options.
• Receives and distributes W-2 forms annually.
• Responds to written requests for verification of employment and records requests.
• Receives and distributes paper paychecks to employees.
• Formats and saves a copy of the FLAIR payroll reports.
• Generates biweekly and supplemental payroll reports and follows up with supervisors and management as needed.
• Produces the Welcome New Hires information and employee photos to send to the division Public Information Office by the 5th of each month.
• Reviews and provides feedback on needed edits/revisions before the final document is published to the Personnel Share Point page.
• Provides weekly administrative report for all employees who were hired, separated, or moved positions in the previous week.
• Provides assistance to employees as needed with tuition waiver/reimbursement, flexible schedule, outside/dual employment applications, and Gator 1 cards.
• Responds to inquiries from division and department employees, as well as the public, regarding personnel matters.
• Completes reviews of Department of Management Services phonebook contact information for Plant Industry as requested.
• Performs other related duties as directed by management.

Knowledge, Skills, and Abilities

• Knowledge and experience in Microsoft Office Suite (Word, Excel, and Outlook).
• Knowledge and experience with spreadsheets, databases, and web-based programs.
• Skill in performing basic math, writing, and problem-solving.
• Skill in completing and maintaining accurate records.
• Ability to organize many tasks simultaneously and to follow through on completing tasks within defined timelines.
• Ability to record information and file accurately.
• Ability to maintain confidentiality.
• Ability to effectively communicate, verbally and in writing.
• Ability to work with others in a calm, professional and courteous manner.
• Ability to lift and transport 25 lbs.

The Benefits of Working for the State of Florida

• Participation in state group insurance (must meet eligibility requirements*);
• Participation in the Florida Deferred Compensation Plan (457b). For additional details and online enrollment visit MyFloridaDeferredComp.com;
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan). For more information visit Social Security Alternative Plan;
• Flexible Spending Accounts; For a more benefits information, visit www.mybenefits.myflorida.com;
• Employee Assistance Program (EAP).

*Seasonal and part-time OPS employees (less than 30 hours average per week) refer to People First at 877-562-7287 or go to: https://www.mybenefits.myflorida.com/myhealth/eligibility_and_enrollment/ops_employees

Special Notes

• 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.

Location: Gainesville, FL, US