Personnel Assistant I

Employees perform activities of more than average difficulty within the Human Resources (HR)department. Positions involve performing and coordinating all aspects of HR transactions and records keeping, or responsibility for performing a major HR related function, such as payroll records processing and maintenance with diverse procedural requirements and rapidly fluctuating personnel complements. Employees might be required to train lower level staff in assigned duties. Though under general supervision, employees must exercise reasonable initiative and independent judgment in detecting and correcting errors and in performing other assignments. Work is reviewed through conferences, reports submitted and results obtained.

Processes and reviews employee transactions, including payrolls and performance evaluation forms; prepares and maintains employee personnel, payroll files and records; coordinates activities between Human Resources and various departments and accounting offices to include providing appropriate written notifications when required.

Prepares and maintains detailed HR records and databases; reviews payroll entries and transactions in Kronos and TeleStaff including time worked, time off requests in submitted, cancelled, retracted, and approved status, authorization for overtime forms, and other related records compiled by employees and supervisors for accuracy, completeness, and conformance to appropriate guidelines; prepares, reviews, and audits records, such as grant-funded overtime, leave accruals and balances, mandatory and optional payroll deductions, periodically for accuracy and makes corrections as necessary.

Completes Workers’ Compensation forms; responds to employment verifications to include written replies to requests for detailed financial data when employee authorizes release.

Assists in such yearly events as: insurance open enrollment; annual leave bonus hour verification; and W-2 and 1095C forms distribution.  Assists and guides employees and supervisors in making changes in Oracle for employees’ personal data and supervisory data using Oracle Self Service.

Provides information and counsels employees regarding status, separation pay, overtime, and other matters, either in person or by telephone; counsels retiring employees on procedures; responds to inquiries regarding HR policies and procedures, answering or referring as appropriate.

Assists employees in completing HR related forms on-line in Oracle Employee Self-Service such as changes to Deferred Compensation deductions, Direct Deposit, and W-4 Forms.

Provides on-the-job training to lower-level employees; provides general oversight of temporary employees; issues work and instructions to lower-level personnel.

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: modern public HR administration principles and practices; civil service law, rules and regulations; personnel policies and pertinent collective bargaining agreements; Oracle, Kronos  and Telestaff.  

Ability to: understand and follow complex oral and written instructions, work independently and complete activities assigned; perform basic mathematical computations, detect errors, and maintain accurate records and prepare reports; train other employees, 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. 

6 (six) months of Kronos payroll experience required.

Oracle experience preferred.

Possession of a valid drivers license preferred.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. 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.

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