Personnel Assistant I

Responsible for administrative work within the Support Services Division, Personnel Unit.

Employees perform activities of more than average difficulty within the Personnel Unit.  Serves as the Personnel Section Receptionist.  Position involves performing and coordinating all aspects of maintaining departmental personnel jackets and performing the required filing.  Originates personnel files upon employment of new personnel.  Prepare necessary forms for archiving or destruction of Personnel Unit records for submission to the Records Center.  Enter data into, and retrieve data from, the various systems associated with the Personnel Unit.  Type correspondence and administrative material as assigned by supervisors.  Copy personnel jackets as requested by the public or attorney’s public records requests.  Operate copy machine, printers and equipment, keeping maintenance current, ordering and dispensing supplies and materials.  Under general supervision, employee must exercise reasonable initiative and independent judgment in detecting and correcting errors and in performing other assignments.  

Processes and reviews employee transactions and prepares and maintains employee personnel jackets.   

Prepares and maintains detailed records and databases; maintains and reviews the daily logs for personnel jackets that are checked out and returned on a daily basis.

Follows established procedures to void disciplinary action from records on both sworn and non-sworn personnel.  In accordance with established procedures, effect the breakdown of personnel records upon transfer/separation.

Operates various office machines and equipment; initiates records and reports, and maintains necessary files; answers telephone, routing calls as necessary; arranges meetings and conferences as directed; orders and dispenses supplies and materials; serves as records retention coordinator.

Performs related work as required.

Working knowledge of: municipal organization, programs and policies.

Some knowledge of: rules and regulations; personnel policies and procedures; knowledge of InfoBase, Oracle, Kronos and MS Word, MS Excel.  

Ability to: understand and follow complex oral and written instructions, work independently and complete activities assigned; detect errors, and maintain accurate records and prepare reports; as required; establish and maintain effective working relationships with municipal employees and the general public.

Graduation from an accredited high school and three (3) years of general office or clerical experience, including one (1) year of experience in HR related activities; or an equivalent combination of training and experience. 

 

Possession of a valid drivers license may be required.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.