Job Description

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Provides support within the areas of Employment Services and/or Training in the Human Resources Division. Work includes onboarding newly hired and promoted employees, extending offers of employment and promotion, and administering pre-employment background screening. Coordinates the delivery of orientation and onboarding programs, logistics of on-site training, and employee events. Uses applicant tracking and learning management systems to deliver services, monitor work progress, and ensure accuracy and timeliness of services delivered. May screen employment candidates for qualifications and review by hiring managers. Work is expected to be performed in an efficient and effective manner, with confidentiality, independent judgment, and initiative, but problems of an unusual nature are referred to a superior for resolution.

Essential Functions

• Assists in processing position requisitions for recruitment, qualifying applicants to be provided to hiring committees for review and managing the recruitment process within an applicant tracking system.
• Assists in the coordination of applicant testing and scheduling for interviews using an applicant tracking system.
• Enters personnel actions and periodic updates in the HRIS system requiring some data entry and discussion with departments while ensuring correct application of policies.
• Conducts pre-employment background screening that includes criminal background checks, employment verifications, and driver\'s license checks of candidates for hire. Identifies items of concern in the background screening process and makes recommendations to the Director or designee related to the status of conditional employment offers.
• Maintains documentation to ensure proper background screening is conducted based on position requirements (e.g. CDL clearinghouse, DCF Clearinghouse, compliance with Drug-Free Workplace for safety sensitive positions and similar).
• Schedules pre-employment physical and psychological appointments with appropriate heath care facilities.
• Extends offers of employment in compliance with City policies and applicable collective bargaining agreements.
• Coordinates and conducts new hire orientation. Responds to new hire questions regarding benefits and City policies.
• Responsible for adherence to obtaining proper I-9 documentation to include eVerify checks for new hires and on-going auditing of current work authorization.
• Uses an applicant tracking system to coordinate the onboard process with new hires and internal personnel changes, ensures accurate entry of employment record into the Human Resource Information System (HRIS).
• Processes promotions and/or transfers and conversions of existing employees from part-time to/from full-time status.
• Verifies accuracy of position control information within the scope of employment services, classification, and/or compensation activities.
• Coordinates and attends job fairs including researching options available to enhance applicant pools
• May assist with processing of volunteer requisitions and applications, conducts appropriate background screening, and ensures accepting and processing volunteer applications.
• Responsible for the accurate and secure production of new and replacement employee photo IDs.
• Answers telephone calls and responds to requests for information.
• Files all paperwork and maintains documentation within a digitized (electronic) filing system.
• May serve as a backup to manage FMLA administration.
• May assist with various employee recognition and other events.
• May perform the duties associated with timekeeping for the division.

When Assigned Training Duties:

• Manage the scheduling of onsite and online classes and tracking of employee enrollments within the Oracle Learn LMS (Learning Management System)
• Performs general system administration and testing of the Oracle Learn LMS and any third-party training system (e.g. LinkedIn Learning)
• Assist with the coordination and delivery orientation and onboarding programs.
• Assist with coordinating logistics of on-site training.
• Assists in maintaining the content and information within the division website and intranet site.
• Process purchase orders, invoices, and related procurement activities associated with employee training and development.
• Assist with coordinating employee events and participating in outreach programs both for internal engagement and externally through job fairs and similar events.
• Assist with identifying training needs and curriculum development

Knowledge, Skills and Abilities

• Thorough knowledge, skill and ability in operating standard modern office practices and procedures and the use of office machines and equipment, such as personal computer and related software, including MS Office Suite and document management software
• Thorough knowledge of the principles and procedures used in maintaining a centralized electronic filing system.
• Thorough knowledge of data processing and computerization of records.
• Strong skills in accurately filing and maintaining effective, complex filing systems and proper records maintenance.
• Strong ability to maintain confidentiality when handling personnel records, or other information deemed sensitive or confidential.
• Strong ability to establish and maintain effective working relationships.
• Strong ability to work cooperatively with others to provide quality customer service to employees and the public.
• Strong ability to communicate effectively and demonstrate interpersonal relationship skills with co-workers, supervisors, and the general public.
• Strong ability to project a positive professional image to the public and staff.
• Strong ability to coordinate multiple projects, organize and complete tasks accurately, and adhere to deadlines
• Ability to continuously streamline and improve work processes and recordkeeping tasks
• Ability to accurately perform HRIS, Laserfiche, NeoGov, data entry and work with other technology database and software related tasks; knowledge and ability to use desktop publishing.
• Ability to interpret a variety of instructions provided in written, oral, diagram, or other form.
• Ability to create, proofread and edit reports, business correspondence, etc.
• Ability to analyze and accurately perform assigned tasks.
• Ability to complete all tasks as assigned.

Minimum and Preferred Qualifications

• Graduation from high school or GED equivalent recognized certification required with a minimum of five (5) years of responsible office experience required; college coursework preferred.
• Experience in Human Resources and public sector preferred.
• Knowledge of Microsoft Excel, Word, and Outlook or equivalent, required.
• Knowledge of using an applicant tracking system, including onboarding, such as NeoGov or Taleo (or equivalent), required.
• Knowledge of using a Human Resources Information System (HRIS), Learning Management System (LMS), or similar required.
• Associate Professional Human Resources (aPHR) or greater certification preferred.
• Possession of a valid State of Florida Class "E" driver\'s license.

The City of Boca Raton is an , Inclusive, Veteran\'s Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of Service Accrual
0 to 5 full years 8 hours per month
5 to 10 full years 10 hours per month
10 to 15 full years 12 hours per month
15 full years and over 14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of service Percentage
Less than 2 full years 0%
2 to 5 full years 10%
5 to 10 full years 20%
10 full years or more 30%
Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of Service Benefit
5 to 10 full years $600 annually
10 to 15 full years $800 annually
15 full years and over $1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City\'s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna\'s Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.

Boca Raton City Hall