Human Resources Specialist I
Salary
$36,010.00 - $47,790.00 Annually
Location
110 SE Watula Ave, 3rd Floor, Ocala, FL 34471, FL
Job Type
Full-Time
Job Number
62526
Department
Human Resources & Risk Management
Opening Date
06/25/2026
Description
This is a varied and responsible technical position with personnel and administrative duties for the Human Resources Department, with emphasis in the area of public personnel administration. Work is performed under the direct supervision of the Human Resources Manager.
Examples of Duties
Essential Duties and ResponsibilitiePublic & Employee Assistance: Responds to inquiries from the public and City employees regarding employment opportunities and other HR-related issues. Provides courteous and professional customer service by phone, in person, and in writing.
Recruitment & Applicant Tracking: Builds and manages job postings, handles applicant tracking, and supports recruitment tasks. Reviews applications for minimum qualifications, processes veteran's preference requests, and coordinates and sends applicant testing as applicable.
Onboarding & Pre-Employment: Facilitates the onboarding process by preparing and sending pre-employment paperwork, scheduling fingerprinting and physical appointments, completing I-9s, W-4s, and other required documentation.
Verifies new hires requiring a CDL or permit through the FMCSA Drug & Alcohol Clearinghouse. For employees working with youth, vulnerable populations, or similar programs, enters required information into the DCF Clearinghouse. Establishes personnel files, enters data into the HRIS system, monitors background checks, and facilitates the employee's first-day onboarding.
Employee Records & Compliance: Maintains accurate and up-to-date personnel files in compliance with legal and policy requirements. Processes duty status notes, completes both verbal and written verifications of employment, and ensures adherence to HR policies, procedures, and applicable laws.
HR Data Management: Enters and maintains employee information in the HRIS system (e.g., direct deposit forms, address changes). Enters hiring metrics.
Identification & Access: Creates and issues new employee ID badges, processes replacement badges, and maintains related records.
Inbox & Communication Management: Monitors and manage shared inboxes, including the HR/Risk Inbox and HR Recruitment Inbox, ensuring timely and professional responses.
Administrative Support: Provides general administrative assistance, including data entry, scheduling appointments, meetings, and training. Communicates City policies and procedures to staff, supports HR programs and initiatives, participates in departmental and City committees, assists with major projects, and conducts research as assigned.
Correspondence: Prepares memos, letters, forms, statements, reports, and other correspondence, including confidential and technical matters.
Clerical Support: Provides clerical and secretarial support as needed.
Other Duties: Performs related tasks as required or assigned.
Minimum Qualifications
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High school diploma or GED required, supplemented by advanced coursework in business practices or secretarial studies.
Minimum of one year of experience in secretarial or administrative work required.
An equivalent combination of education, training, and experience may be considered.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Supplemental Information
Position SectionRESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
None.
SUPERVISORY RESPONSIBILITIES
None.
COMMUNICATION SKILLS
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS
Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.
SUPERVISION RECEIVED
Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.
MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organizations administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)
ACCURACY
Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.
PUBLIC CONTACT
Frequent contacts with general public, patrons, or other outside representatives, wherein the manner of handling these contacts has a bearing on the organizations position and operation.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
SOFTWARE SKILLS REQUIRED
Intermediate: 10-Key, Alphanumeric Data Entry, Database, Human Resources Systems, Word Processing/Typing
Basic: Accounting, Payroll Systems, Spreadsheet
ADDITIONAL SOFTWARE SKILLS
Not indicated.
OTHER SKILLS
Not indicated.
PHYSICAL ACTIVITIES
The following physical activities 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 and expectations.
While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to stand, walk, sit, use hands to finger, handle, or feel; occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 25 pounds, regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and color vision.
ENVIRONMENTAL CONDITIONS
There are no harmful environmental conditions that are present for this position.
The noise level in the work environment is usually moderate.
Knowledge, Skills, and Abilities
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).
The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.
Health Insurance
We offer both single and family coverage, for employees working 30 or more hours per week.
Dental Insurance
For full time employees, we offer both single and family dental coverage.
Vision Insurance
For full time employees, we offer both single and family vision coverage.
Life Insurance
For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.
Short Term and Long Term Disability
Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.
Medical FSA (Flexible Spending Account) and Dependent Care FSA
Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.
Pet Insurance
We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.
Employee Health & Wellness Center
The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.
Voluntary Cancer Insurance
For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.
Supplemental Critical Care Insurance
Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.
Supplemental Accident Insurance
Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRIs, physical therapy, and hospital admission.
Legal Plan Insurance
Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.
Deferred Compensation Plan
Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.
Direct Deposit
Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.
Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.
Discounts - Theme Park
Discounts are available to all non-temporary employees at the time of employment.
Employee Assistance Program (EAP)
The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.
Holidays and Paid Time off
The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.
Retirement Plan
All full-time employees hired after 10/01/2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.
Training Programs
The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.
Tuition Reimbursement
All regular, full-time employees are eligible to participate in the tuition reimbursement program.
01
Do you possess a valid State of Florida Operator Drivers License with an acceptable driving record, OR If you possess a valid out of state license, do you have the ability to obtain a Florida drivers license prior to employment?
02
Do you have a high school diploma or GED supplemented by advanced coursework in business practices or secretarial studies?
03
Please select which best describes your level of experience in secretarial or administrative work.
04
Required Testing: I do hereby affirm that I will complete the required testing online. I affirm that no one, other than myself, will test in my place or assist in its completion.
05
If you feel you qualify for this position due to an equivalent combination of training, education, and experience, please explain below:
06
I understand that all information I provide regarding my background, education, certifications, licenses, and work history is subject to verification once an offer of employment has been extended and accepted. I further understand that any false, misleading, or incomplete information, or the omission of relevant information, may be grounds for disqualification from consideration, withdrawal of an employment offer, or dismissal from employment if discovered after I begin work.
07
I understand that, as a condition of employment with the City of Ocala, I will be required to review and electronically sign a Policy and Consent form related to the Lytx in-vehicle safety system. I understand that this consent includes acknowledgment of the collection and use of video, audio, location, and, where applicable, biometric data for safety, compliance, and operational purposes. I further understand that on my first day of employment, an email from noreply@lytx.com will be sent to my City of Ocala employee email address with instructions, and that the form must be completed within twenty-four (24) hours of my official start date.
08
Have you provided a complete employment and education history covering the past ten (10) years, or dating back to high school graduation, whichever period is shorter, within your NeoGov application and/or master profile? Please note: Resumes are welcome; however, they do not substitute for a completed application. Applications that do not include the required employment and education history, or that are otherwise incomplete, will be rejected and will not be considered for further review.
Required Question
Employer City of Ocala
Address 110 SE Watula Ave
City Hall, 3rd Floor
Ocala, Florida, 34471
Phone 352-629-8359
Website https://www.ocalafl.gov/