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Do you have a passion for people and enjoy helping others? Is your best day at work one that is filled with a diverse “to do” list, high energy and multi-tasking? Do you see challenges as opportunities to be a creative problem solver? Then read on…
An immediate full-time opportunity exists for an individual with commitment, drive and a “passion” for excellence to join the Village Center Community Development District (The District) Human Resources team, located in The Villages. This position serves under the Director of Human Resources & Strategic Planning, requires a solid understanding of various Human Resource practices and will touch upon a variety of functional areas within Human Resources daily. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports all 1,000+ team members within our organization. The District provides a supportive and engaging workplace that’s committed to developing great talent, coupled with competitive compensation and benefits.  Don’t pass up this opportunity to be a part of a positive, expanding organization.
 
JOB SUMMARY:
This position performs a range of administrative duties to support the operations of the Human Resources office. Works with a general outline of tasks to be performed and develops work methods and sequences under general supervision to successfully accomplish same within designated timeframes. The position requires the incumbent to possess a solid administrative foundation in various aspects of Human Resource functional areas, coupled with the knowledge, skills, and abilities to provide assistance to employees and external candidates while delivering outstanding customer service. This is a multi-faceted position responsible for working and communicating with all levels of management, department members, as well as residents, general public, vendors and other government entities. This position requires good judgment, discretion, excellent computer and organizational skills. Professional appearance and written and verbal communication skills are essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES: includes, but is not limited to:
Clerical
HRIS:
  • Responsible for the accurate data entry of employee change information as it relates to compensation, benefits and general data, and ensures processing of same meets all required HR standards and protocols. 
  • Performs maintenance of employee data and benefit information, preparation of various reports and statements, and conducts audits for compliance with applicable policies, laws and regulations.
  • Reviews for completeness, accuracy and compliance with policies, procedures, and contracts all submitted status change forms (hires, terminations, salary changes, personnel data changes, bonuses, etc.) prior to Director &/or District Manager approval; Maintains integrity of HRIS data by entering data accurately into payroll/HRIS system within required timeframes.
  • Compose and/or distribute status change letters / location changes, etc., ensuring timely distribution and receipt of employee signed documents.
  • Project assistance/coordination related to annual compensation and budgets.
  • Employee evaluations: Collects and electronically logs all probationary & annual employee performance evaluations, and ensures every employee receives review within required timeframe.
  • Researches and resolves discrepancies in employee records by reviewing Personnel Files, computerized data base and applicable logs/files; interprets and explains Policies, Procedures, contracts and deadlines. Public records/ Employment Verification requests: Accurately processes all requests received within designated/required timeframe(s).
  • Accounts Payable: Reviews and codes bills for Director approval, ensuring data is correct and charges are allocated correctly to responsible entity/District.
  • Benefits Billing: Verifies the calculation of the monthly premium statements for all group insurance policies and maintains statistical data relative to premiums, claims, and costs. Reconciles employee benefit billings for accuracy and conformity with specifications and employee records. Coordinates resolution of administrative problems with the carrier representatives.
  • Responsible for processing daily mail, including retrieval, distribution within department, and coordinating bulk distribution of employee communications (i.e. benefits, training, etc.).
  • Filing: Keeps efficient and easy-to-use filing systems, both electronically and hard-copy, for all correspondence, faxes, documents & memoranda; Organizes and maintains filing for Director.
  • Office Supplies: Maintains and orders office supplies keeping within budget cost guidelines. Keeps copier trays stocked daily.
Reporting/ Data Management:
  • Facilitates the collection and coordination of various data (i.e. data entry, employee change notices, acknowledgements, performance evaluations, etc.) for processing, logging and filing.
  • Assist in overseeing and processing records maintenance of incoming documents from other departments/employees, ensuring successful completion of same through required District and/or HR processing.
  • Personnel Files: Maintains personnel files, electronically and hard-copy, ensuring all required data is filed and maintained in accordance with department procedures and in compliance with state retention requirements. 
  • Reports: Utilizing Excel, Word &/or HRIS/payroll programs to produces and/or maintains department’s reporting as directed to reflect current &/or historical information, within designated timeframes and format requested (document, spreadsheet, etc.).
  • Documents: Maintains and keeps current all HR “SOP’s” on network for department access, and HR “Forms” folder on network for all District access, ensuring most current documents are accessible.
  • Archiving: Coordinates annual departmental purging/storage of files, and coordinates transfer and/or scanning of same.
Administrative
  • Handles incoming calls to provide information regarding HR-related matters and ensures messages are relayed to appropriate party to ensure expedient response. Assists with incoming calls to provide information regarding HR-related matters and ensures messages are relayed to appropriate party to ensure expedient response.
  • Research: Facilitates the collection and coordination of various data (i.e. surveys, employee acknowledgements, performance evaluations, etc.) for projects as assigned.
  • Written Communications: Prepares business correspondence and/or effectively presents information and responds to requests/questions from internal/external contacts, including but not limited to District managers and staff, vendors, residents and the general public.
  • As directed, prepares written &/or verbal communications on behalf of Director, or refers correspondence.
  • Assists in proofing department materials for accuracy prior to distribution.
  • Assists in preparing and updating PowerPoint presentations as necessary.
General
  • Supports overall Human Resources function as needed on a daily basis by assisting and/or serving as back-up to all other Human Resources staff as needed, including conducting new hire and/or benefits orientation, as well as assisting in the design, implementation and coordination of various employee events.
  • Works independently and ensures completion of all projects in a timely manner.
  • Confirms priorities of daily workload with Human Resources Director on a regular basis in order to complete/manage multiple tasks within required deadlines. Coordinates follow-up with Director of Human Resources and /or other senior management as appropriate, maintaining confidentiality of communications.
  • Keeps Human Resources staff appraised of important issues and assists in daily departmental operations as needed.
  • Initiates new projects/tasks and fosters a teamwork environment.
  • Attends Human Resources training classes/webinars to increase knowledge of Human Resources practices.
  • Keeps current with District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities.
  • Promotes District’s missions, values and goals; exhibits high ethical standards of professional conduct; inspires the same commitment in others.
  • Coordinates maintenance calls for Human Resources department and office equipment.
  • In case of emergency or crisis situation (hurricane, flood, etc.) position may be required to respond/perform recovery duties as assigned by immediate supervisor.
Performs other duties as assigned.
Requirements
MINIMUM QUALIFICATIONS:
  • HS diploma/GED required; Associate’s Degree or equivalent from accredited College or technical school preferred. 3+ years related HR/Payroll experience and/or training. Equivalent combination of education and experience will be considered. Prior experience working with a governmental entity preferred.
  • Proven ability to successfully
  • interact with diverse customer population while providing excellent customer service.
  • organize various and diverse data, successfully multi-task, and work under pressure in a fast paced environment to meet multiple demanding deadlines.
  • review, and accurately classify, categorize, prioritize, and/or analyze data and/or information.
  • interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information.
  • exercise independent judgment to adopt or modify methods and standards to meet assigned objectives.
  • calculate figures and amounts such as amounts, discounts, interest, proportions, percentages.
  • Technical:
  • Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access); Proven ability to accurately access, input, and retrieve information from a computer using aforementioned programs.
  • Familiarity with electronic payroll and/or HRIS software preferred (Paychex, ADP, Paylocity, etc.).
  • Ability to periodically work flexible schedule required to assist in special projects/programs during the course of the year.
  • Successful completion of background check and drug screening.
 
CERTIFICATES, LICENSES, REGISTRATIONS:
  • Valid Florida Drivers’ License.
  • FEMA 100, 200, as required within six months of hire. (Training provided by department)
 
KNOWLEDGE, SKILLS AND ABILITIES:
Hard Work:
  • Maintains technical skills and industry knowledge through continuing education programs.
  • Strong work ethic and commitment to providing optimal customer service;
  • Proven ability to successfully interact with diverse customer population while providing excellent customer service.
Hospitality:
  • Excellent written and verbal communication skills to successfully communicate with diverse population, and professional appearance and demeanor.
  • Ability to handle confidential and/or sensitive material.
  • Uses active listening skills, provides effective and timely feedback, and participates actively in meetings, takes action to maintain confidentiality of communications.
Creativity/Innovation:
  • Ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria in order to meet variations in assigned objectives.
  • Ability to Recommends new approaches, policies and procedures to effect continual improvements in efficiency of department and services performed.
Stewardship:
  • Ability to make appropriate and timely decisions following review of related facts and opinions. Uses good judgment to initiate action. Consults with and advises Director of Human Resources as needed.
  • Demonstrates knowledge of current trends in human resources as it relates to our industry
 
EQUIPMENT
Position regularly requires the use of: Office equipment, including but not limited to telephones, personal computers and productivity software; copier, printers, scanners, and fax machine.
 
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee is
  • Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, and handle or feel objects or controls.
  • Occasionally required to lift and or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.