Administrative Specialist III - Job Code #4605

Sarasota County Government
Job Description

Administrative Specialist III (Working Title: Employee Services Assistant):  This is senior level assistant work in human resources, payroll and benefits (i.e. contractual, county, state and federal) for personnel of the IAFF Bargaining Unit. Coordinate with departments within the county offices to process employee payroll and benefits.  Responsible for providing higher-level support duties for the Fire Chief, Assistant Chiefs, Division Chiefs and Battalion Chiefs.  Support and Backup Business Professional in Employee Services Administration. Maintain the confidentiality of correspondence, documents, discussions, meetings and telephone calls.

Duties:

  • Responsible for processing and validating payroll for 526 fire department personnel bi-weekly in accordance with personnel policies, IAFF Collective Bargaining Agreement, Department of Labor, USERRA, and the Fair Labor Standards Act.  Audits daily staffing rosters for each battalion to ensure time is captured and recorded accurately.  Makes adjustments, late changes, errors and retroactive leave of absence changes in time and attendance systems: Workforce TeleStaff and Kronos Workforce. This includes using the proper pay codes, collecting proper payroll backup, reconciling 21-day cycle sheets, preparing payroll spreadsheets and downloading payroll flat file from the Enterprise Reporting system for upload into Kronos Workforce, and assist with the final balancing of the Kronos Workforce payroll report. Verify and process annual Fit for Duty Forms, notifies employees of annual sick leave payout eligibility and prepares annual sick leave and vacation payouts for the Fire Chief’s approval in accordance with the IAFF Collective Bargaining Agreement.   
  • Acts as the liaison between FMLA/STD vendor, Payroll and Managers to ensure FMLA/STD claims are processed timely and accurately.  Performs regular reviews of data to detect any possible patterns of misuse of benefits.  Notifies and works directly with the Fire Chief and Assistant Chiefs on complex FMLA cases as well as review of approval/denial letters from vendor and providing the chiefs appropriate documents as requested. Provides assistance in processing related notifications.  Analyzes and reconciles records to identify discrepancies (analysis of FMLA/timecard records) and determine FMLA balance and proper time used. Works closely with vendors to ensure that claim issues are resolved as quickly as possible. Provides assistance, coordinates and completes processes as it relates to the Uniformed Services Employment and Reemployment Rights Act (USERRA), military training and active duty deployment. Works closely with the Fire Chief, Assistant Chiefs and Benefits on Worker’s Comp. issues for the Department. Verifies the employee’s eligibility for the IAFF Extended Illness or Injury Bank (EIB) membership and process the initial form, as well as, coordinates EIB “Request for Benefits” form with IAFF, Payroll and EIB records keeper in accordance with the IAFF Collective Bargaining Agreement.
  • Create, update and distribute weekly data reports to managers and staff.  Maintain records and input data into department, county and state database programs. Complete forms in accordance with IAFF Collective Bargaining Agreement, county, state, and federal guidelines. Set up and maintain paper and electronic filing systems for records, correspondence and other material.  Perform statistical calculations on data for reports and presentations.  Records Management & Liaison with Central Records; ensures that office operations comply with policy provisions and standards. Disseminates policies and gives guidance to employees/supervisors on employment policy, processes and/or benefits.  Drafts and signs correspondence to employees; attends meetings in support matters. Program the bargaining unit staffing schedules in accordance with the Monthly Transfer Order and assist with the yearly roll backs of Kelly Days in TeleStaff Workforce and assist with the Firemedic hiring process.
  • Compose, prepare and/or distribute correspondence, information and documents, memoranda, promotional materials, forms, newsletters, manuals and reports using appropriate word processing and spreadsheet tools. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements.
  • Perform special assignments as directed by the Fire Chief, Assistant Chiefs, and/or Division Chiefs.

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Minimum Qualifications:  An Associate's Degree from an accredited college or university.  4 - 6 years of secretarial or administrative experience with some executive exposure.  Year-for-year basis may substitute for the college degree.  Advanced Professional Certification highly desirable.

Preferred Qualifications:  Three years (3) experience with responsibility of various clerical human resource functions, which may include input of employee benefits, payroll data, and other related human resources functions. Skill in the use of Microsoft Office products including Word and Excel. Ability to work independently and possess exceptional critical thinking, communication, and problem-solving skills. A candidate with exceptionally accurate capabilities in data entry/typing preferred.

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