This is a professional position in the Division Director's Office, Performance Management Unit. The employee must have the ability to honor and protect confidential information, and assist management in the coordination of personnel and other administrative tasks and assignments which are complex in nature. The employee in this position assists with various human resources and performance management functions and assignments for the division and its bureaus. The employee must maintain a broad knowledge of Personnel and Human Resource Management Laws, policies, and procedures and the various operational and programmatic functions and activities of the bureaus and division.
Duties and Responsibilities:
- Recruitment/Selection/Onboarding/Separation of Employees: Assists supervisors with the submission and tracking Recruitment and Selection Tickets in FLHealthDesk HR until closure, completing Personnel Liaison functions in the system. Assists the supervisors with the development of job requisitions in People First Talent Management System to advertise positions in People First as well as veterans and minority websites. Ensures successful candidates are background checked and verified through the E-verify system. Ensures the completion of I-9 on all new hires and assisting the supervisors and new employees with the completion of personnel related documents and notarizing required documents as part of the new employee onboarding process. Reviews the division’s recruitment and selection packets to ensure compliance with the department’s Recruitment and Selection Policy and ensures the required documents are uploaded to the FLHealthDesk HR ticket for final review and closure of the tickets. Assists managers/supervisors and reviewers to complete requests for pay actions in the FLHealthDesk HR System for pay increases, additives, etc. Ensures that DOH protocol is followed regarding separation actions and processing documentation for outgoing employees through the FLHealthDesk HR Separation Ticket to ensure employees are timely removed from the payroll.
- Classification: Works closely with the Division’s leadership and supervisors to prepare, review and process classification action requests through the FLHealthDesk HR system to establish, reclassify, move and abolish positions, including reorganizations to ensure classification guidelines, policies and procedures are followed. Works with the Division’s budget staff to ensure the fiscal codes for newly established positions or changes to positions funding sources in classification actions are correct. Reviews and amends position descriptions composed by supervisors to ensure proper classification within the allocation factors outlined in the class specifications. Prepares and tracks Classification Tickets within the FLHealthDesk HR System. Amends as needed and maintains the Director’s Office and the Bureau’s Tables of Organizations that become a part of each reclassification or reorganization package processed.
- Training and Technical Assistance: Completes required department and supervisory related training and maintains knowledge of State, Department and Division personnel and human resources laws, rules, regulations, policies and procedures. Provides orientation for newly hired employees within five working days of arrival, including training on the use of People First System and the FLHealthDesk HR System. Provides technical assistance to supervisors related to HR supervisory related functions and with the People First and FLHealthDesk HR Systems. Advises supervisors to seek guidance from the Bureau of HRM Labor Relations regarding documented counseling, oral and written reprimands, suspensions and dismissals; and assists the supervisors with providing information and documentation to the Bureau of HRM as needed to process actions. Assists the Unit Supervisor and the Division’s Training Coordinator with logistics and setup of professional development and other division-wide training sessions.
- Quality Improvement: Assists the PM Unit’s Supervisor with the evaluation of division’s HR processes and the development of the division’s HR process maps, internal operating guidelines, and formulating recommendations to solve problems and improve processes. Tracks, collects, and analyzes QI data on workers’ compensation claims, timeliness of processing of recruitment and selection and other measures as identified and assigned to improve processes and compliance with policies and procedures.
- Attendance and Leave: Assists the supervisors and bureau timekeepers to ensure timesheets are submitted in a timely manner and provides timesheet reports to ensure OPS employees timesheets are approved to ensure OPS employee are paid. Assists supervisors and staff related to sick leave donation, Family Medical Leave Act and the Family Supported Work Program and ensures documentation is processed to the Bureau of P&HRM in accordance with laws, policies and procedures. Explains the requirements and provides necessary forms for employees who request to use donated sick leave, FMLA and FSWP. Works with the supervisors to prepare time sheets for employees who are on extended medical leave and ensure they are provided to the Bureau of P&HRM on a timely basis.
- Participates in the Bureau of P&HRM conference calls to obtain information concerning changes in personnel laws, policies, procedures, and systems to ensure that supervisors and staff receive information and action emails from the Bureau of P&HRM, providing additional division guidance or summary of information as needed. Participates in the Division’s HR Team and Division staff meetings, as well as bureau or section staff meetings as requested.
- Assists staff with the preparation of Qualified Status Changes related to the Pre-tax insurance program, reclassifications, demotions, etc. In concert with the Bureau of P&HRM prepares necessary paperwork and provides guidance as needed. Works with the supervisors and staff to coordinate the completion of all workers’ compensation claims and provides follow-up information to the Bureau of P&HRM’s Workers’ Compensation Coordinator. Works with the Division’s Safety Coordinator to complete the Supervisors Accident Investigation Report for further evaluation and investigation as appropriate.
- Maintains HR documents and ensures confidential employee records are maintained in accordance with HIPPA and confidentiality policy and procedures.
Knowledge Skills and Abilities:
- Knowledge of the basic principles of personnel administration, laws, policies and procedures (two years preferred).
- Knowledge of personnel program functions such as recruitment and selection, classification and pay, employee benefits, and labor relations (Preferred at least two years in recruitment and selection and classification and pay.).
- Ability to work independently.
- Ability to understand and apply applicable rules, regulations, policies and procedures relating to personnel program functions.
- Ability to analyze and prepare reports relating to personnel program functions.
- Ability to plan, organize and coordinate work assignments.
- Ability to communicate effectively verbally and in writing.
- Ability to honor and maintain confidential employee medical and other personnel related records.
- Knowledge, skills and abilities using Microsoft Office Products (Word, Excel, PowerPoint, VISIO, Outlook, Sharepoint)
- Knowledge of the People First Talent Management System preferred.
- Knowledge of the Department of Health FLHealthDesk HR System preferred.
We request that all applications be completed within People First - no faxed or mailed applications to the agency. Experience, education, and/or training used to meet the minimum qualifications and in response to the qualifying questions must be verifiable through information contained in your application.
When completing the online application, all gaps of employment or education greater than 90 days starting from high school must be explained (approximate date, month, and year) identifying company name or if unemployed. Incomplete applications will not be considered.
Please be advised:
Florida DOH is an Equal Opportunity Employer/ Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Only U.S. citizens and lawfully authorized alien workers will be hired.
This position requires fingerprinting and a security background check. You will be required to provide your Social Security Number in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety- sensitive positions.
Direct deposit of salary is a condition of employment.
Incumbent may be required to work during or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or to perform other emergency. Duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: www.sss.gov.
Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the DOH in advance to allow sufficient time to provide the accommodation.
If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Departments VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
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.
VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.
Nearest Major Market: Tallahassee