Administrative Support Specialist - Human Resources

Salary : $42,030.77 - $67,249.31 Annually

Location : North Port, FL

Job Type : Full Time

Job Number : 202600021

Department : Human Resources

Opening Date : 11 / 19 / 2025

Closing Date : 12 / 3 / 2025 5 : 00 PM Eastern

General Description

Highly responsible position overseeing administrative services for an assigned department; provides customer service support, technical support to operating divisions, and professional support to the director. Work is performed under the supervision and direction of the Benefits and Wellness Administrator.

Essential Job Functions

• Manages day-to-day administrative functions of the assigned department.
• Plans, organizes, initiates, and carries to completion various administrative duties, including preparation / distribution of correspondence, letters, memoranda, forms, Legistar Items.
• Responds to public records requests and requests to produce information.
• Assists Staff Assistant II with completion of verification of income.
• Serves as lead to department support staff.
• Review, verify, and process invoices for payment in accordance with organizational policies.
• Process payments to vendors, ensuring proper documentation and coding.
• Compile, review, and process employee purchasing card (P-card) transactions, ensuring receipts and justifications are submitted and compliant.
• Maintain accurate and up-to-date records of all financial transactions.
• Assist with budget tracking and reporting as requested.
• Coordinate with internal departments and external vendors to resolve payment or documentation issues.
• Support audits and internal reviews by compiling relevant financial records.
• Process Retiree medical, dental, vision premium payments.
• Conduct annual CDL query through Clearinghouse.
• Maintain office supplies and order needed items.
• Assists Staff Assistant II with filing and maintaining employee records.
• Assists Staff Assistant II with periodic audits of employee records.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

Knowledge / Skills / Abilities

WORK ENVIRONMENT

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions :

While performing the duties of this job, the employee's work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Risk / Safety Conditions :

This position requires minimal exposure or risk to physical health and / or physical safety (e.g., exposure to environmentally hazardous material, heavy equipment, etc.)

Physical Activities :

The work is light : exerting up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and negligible amount of force constantly to move objects. Additional requirements include balancing, climbing, crouching, feeling, fingering, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

Position requires the operation of a City vehicle.

(Occasional=1-3 Hrs.; Frequent=3-5 Hrs.; Constant=5-8 Hrs. - Per Workday)

Education, Experience, Licenses and Certifications

Education and Experience :

(A comparable amount of relevant training, education and / or experience may be substituted for the above qualifications.)

Licenses and Certifications :

Possession of or ability to obtain a valid Florida driver's license by date of hire.

Emergency Response Responsibility

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Vets Preference Statement

The City of Nort Port, FL is an Affirmative Action / ADA / Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.

All benefits are effective the 1st of the month following 30 days.

Aetna - Health Insurance

The City offers eligible employees the choice of 2 Open Access In Network plans and 1 Open Access PPO Plan. Premiums and co-pays are dependent upon your plan choice.

Cigna Dental- Dental Insurance

The City's dental plan is a PPO plan providing eligible employees with in network or out of network options. You are entitled to two (2) preventive care treatments per calendar year (6 months apart). There is a $1,500 lifetime maximum for Orthodontia (children up to age 19). Premiums will depend on which tier you choose.

EyeMed Vision Care - Vision Insurance

The City's vision plan allows eligible employees to stay in network or go out of network. Your co-pays will vary depending on the network you use. You are entitled to an exam, frames and lenses once every 12 months.

Cigna Life - Life, Voluntary Life, Dependent Life Insurance

The City offers eligible employees a basic term life insurance benefit equal to their annual salary up to a $75,000 maximum at no charge. You can purchase additional voluntary life insurance for yourself and your dependents.

Cigna - Short Term Disability

The City provides short term disability coverage to all eligible employees at no cost to the employee. This coverage is used in the event of an accident or illness outside of work. The plan pays 66.67% of your weekly salary up to a maximum of $1,000. Benefits begin on the 31st day of your disability. The City offers a buy-up to the Short Term Disability Benefit with a 7 day wait period.

E-Flex - Flexible Spending Account

A flexible spending account helps you pay out-of-pocket medical, dental, eye care, daycare and other expenses, with tax deferred money deducted from your paycheck each payroll. The maximum annual election is $2,500.00. Over-the-counter medications must be accompanied by a doctor's prescription although other medical supplies will still be eligible for reimbursement. This is a voluntary benefit.

Trustmark- Supplemental Polices

Trustmark Insurance Company offers voluntary supplemental Critical Illness / Cancer, Accident and Universal Life policies which are paid for by the employee.

LifeLock Benefit Solutions

Protect your personal information and defend against attacks with 24 / 7, proactive identity theft protection from LifeLock. This is an employee paid voluntary program.

ICMA-RC - Deferred Compensation Plans

The City offers eligible employees the opportunity to enroll in a deferred retirement plan. The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year. One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement. This is a voluntary program.

Florida Retirement System - FRS

Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period. Employees contribute 3% of their gross earnings per payroll which is subject to change with the IRS.

Cigna - Employee Assistance Program

The City offers this program to all employees. This is a confidential counseling program for employees and their families. The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan. Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work / life and more.

VPI - Veterinary Pet Insurance

The City offers Pet Insurance as a voluntary benefit. This benefit is not payroll deducted.

Florida Prepaid College Board

Employees are eligible to enroll in college savings programs as well as 529 plans.

Educational Assistance Program

Employees are eligible for job-related or degree required educational assistance reimbursement up to $2,500 per fiscal year (subject to the availability of funds).

Paid Holidays

The City observes 13 paid holidays per year.

Sick Leave and Annual Leave

Full time employees accrue eight (8) hours per month starting on the first day of employment. Accruals and usage will appear on your pay stub each payroll. Full time employees accrue annual leave (vacation) bi-weekly, based on years of service.

Sick Leave Incentive

Employees receive an incentive of up to four (4) days per calendar year for every 250 hours remaining in their sick leave bank. Sick leave incentive days cannot be carried over to the next year.

Personal Leave

Employees are eligible for a maximum of two (2) personal leave days per calendar year when they have accrued 96 or sick more hours. This leave is approved by the department director through the department leave approval process.

Bereavement Leave

Employees are entitled to five (5) days of bereavement leave in the event of the death of an immediate family member. Employees should check the personnel policy or union contracts, whichever is applicable, for the definition of an "immediate family member".