Human Resources Coordinator

Work Objective

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Performs professional, administrative, and technical human resources work in support of the City's human resources programs, policies, procedures, and services.

Coordinates and administers a variety of human resources functions, including recruitment and selection, onboarding and orientation, employee benefits, personnel records, employee engagement, training, and compliance with applicable federal, state, and local laws, regulations, and City policies.

Provides guidance and assistance to employees, supervisors, and department directors regarding human resources processes and procedures. Maintains accurate and confidential personnel information, supports consistent application of City policies, and contributes to the delivery of efficient, responsive, and customer-focused human resources services.

Work is performed under the general supervision of the Human Resources Director.

Examples of Essential Functions

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The following duties are illustrative of the work performed. Other related duties may be assigned.

• Coordinates recruitment and selection activities, including job postings, application screening, interview scheduling, candidate communications, reference checks, and pre-employment requirements.
• Coordinates employee onboarding, orientation, and separation processes, ensuring required forms, acknowledgments, and personnel documentation are completed accurately and timely.
• Assists with the administration of employee benefits, retirement programs, and annual open enrollment, including employee communications, enrollment processing, and coordination with benefits providers and third-party administrators.
• Responds to employee inquiries regarding benefits, leave, HR policies, procedures, and employment matters; assists with leave tracking and documentation, including applicable family and medical leave and other authorized leave programs.
• Maintains confidential personnel files, electronic HR records, employee databases, position descriptions, organizational charts, and related documentation in accordance with City policies, records-retention requirements, and applicable public records laws.
• Supports employee relations activities, including documenting concerns, coordinating meetings, maintaining records, assisting with public records request, and other employee matters as directed.
• Assists in developing, reviewing, and maintaining personnel policies, administrative procedures, employee handbooks, forms, templates, and HR-related communications.
• Coordinates employee recognition, service awards, engagement, wellness, training, professional development and educational assistance.
• Supports compensation and position administration by maintaining salary and staffing data, researching comparable information, preparing reports and supporting documentation, and processing approved personnel actions in accordance with City policies.
• Prepares correspondence, reports, spreadsheets, presentations, and statistical summaries related to recruitment, staffing, benefits, turnover, leave, and other HR activities.
• Coordinates with Payroll, Finance, department representatives, benefits providers, retirement administrators, and other internal and external contacts to resolve routine HR processing issues and support effective service delivery.
• Assists with maintaining and administering HR information systems, benefits enrollment platforms, applicant tracking systems, and other electronic records and workflow tools.
• Monitors assigned HR processes for compliance with applicable employment laws, regulations, City policies, and established procedures; identifies discrepancies and refers potential concerns to the Human Resources Director.
• Provides professional and responsive customer service to employees, applicants, retirees, department representatives, and other stakeholders; attends meetings, training sessions, and professional development activities as required.
• Provides direct administrative support to the City Manager, including calendar management, meeting coordination, correspondence preparation, and document drafting.
• Prepare agenda materials, reports, and presentation documents for Council and executive meetings.
• Screens calls and visitors; responds to inquiries with professionalism and discretion.
• Facilitates the Art - City Hall program.
• Assists with budget tracking, data entry, and financial reporting support.
• Codes p-card transactions. Assists with creating, receiving, and processing Purchase Orders.
• Provides administrative assistance to the City Clerk as assigned.
• Supports Council and committee operations which may include document preparation, materials management, and meeting coordination.
• Assists with records retention compliance and records cleanup initiatives.
• Performs other related duties as assigned.

Minimum Qualifications

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• Associate's degree from an accredited college or university in Human Resources Management, Business Administration, Public Administration, or a closely related field.
• Three (3) years of progressively responsible experience in human resources administration, preferably involving recruitment, benefits administration, employee records, onboarding, or other HR functions.
• An equivalent combination of education, training, and experience may be considered in accordance with City policy.
• Human resources certification, such as SHRM-CP, PHR, or an equivalent credential, is preferred.

Knowledge, Skills and Abilities

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Knowledge of:

• Principles, practices, and procedures of human resources administration.
• Recruitment, selection, onboarding, employee records management, and benefits administration.
• Applicable federal and Florida employment laws and regulations, including those related to equal employment opportunity, wage and hour requirements, leave administration, and employment eligibility.
• Confidentiality requirements and public records and records-retention requirements applicable to municipal government.
• Employee benefits, retirement programs, leave administration, and related HR processes.
• General compensation administration, position management, and personnel action procedures.
• Standard office practices, business correspondence, records management, and report preparation.

Skill in:

• Using Microsoft Office applications, including Word, Excel, and Outlook, and electronic HR or benefits administration systems.
• Maintaining accurate employee records, spreadsheets, databases, and tracking systems.
• Preparing professional correspondence, reports, presentations, and employee communications.
• Organizing multiple assignments, monitoring deadlines, and maintaining attention to detail.
• Providing responsive, courteous, and professional customer service.
• Communicating effectively with employees, supervisors, department directors, applicants, and external service providers.

Ability to:

• Interpret and apply City policies, procedures, and applicable employment regulations.
• Handle confidential and sensitive employee information with discretion and sound judgment.
• Establish and maintain effective working relationships with employees at all organizational levels.
• Explain HR processes and procedures clearly and consistently.
• Exercise initiative, prioritize competing responsibilities, and complete assignments accurately and on time.
• Identify discrepancies, resolve routine administrative issues, and refer complex or sensitive matters to the appropriate authority.
• Maintain accurate records and prepare reports using information from multiple sources.
• Work independently within established guidelines and collaboratively as part of a municipal HR team.
• Adapt to changing priorities, deadlines, and organizational needs.
• Demonstrate professionalism, integrity, impartiality, and a commitment to public service.

Other Requirements

Physical Requirements

The physical demands described below are representative of those that must be met to perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Primarily sedentary work involving extended periods of sitting, with periodic standing, walking, bending, reaching, and moving throughout an office environment.
• Frequent use of a computer, keyboard, telephone, copier, scanner, and other standard office equipment.
• Ability to lift, carry, push, or pull office supplies, files, and materials weighing up to 15 pounds occasionally.
• Ability to move between City offices, departments, meeting rooms, and other work locations as needed.

Environmental Requirements

• Work is primarily performed in a standard indoor office environment with climate control and typical office lighting and noise levels.
• May occasionally work in other City facilities or attend employee events, training sessions, meetings, or recruitment activities outside the primary office.
• May be exposed to interruptions, competing demands, and time-sensitive assignments requiring flexibility and the ability to adjust priorities.

Sensory Requirements

• Ability to communicate effectively in person, by telephone, and through electronic communication.
• Ability to read, interpret, and prepare written materials, including personnel records, policies, reports, forms, and electronic documents.
• Ability to review information for accuracy, identify discrepancies, and maintain attention to detail.
• Ability to hear and understand verbal communications and participate effectively in meetings and discussions, with or without reasonable accommodation.

Additional Conditions of Employment

• Must maintain the confidentiality of sensitive personnel, benefits, and employee relations information in accordance with applicable law and City policy.
• Must successfully complete any required background screening and other pre-employment requirements established by the City.
• Must comply with City policies, administrative procedures, applicable laws, and ethical standards governing municipal employment.
• May be required to attend occasional meetings, training sessions, or employee events outside normal business hours.

Equal Employment Opportunity

The City is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all qualified applicants and employees in accordance with applicable federal and state laws. Reasonable accommodations are available for qualified individuals with disabilities throughout the application and employment process.

Americans with Disabilities Act (ADA) Statement

The City of Marco Island is committed to providing equal employment opportunities to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state and federal laws. Reasonable accommodations may be provided to enable qualified individuals to perform the essential functions of the position, unless doing so would create an undue hardship for the City.

Applicants requiring accommodation during the recruitment or selection process should notify the Human Resources Department.

Preference shall be given to eligible current city employees. All vacancies are open until filled unless otherwise specified. The City of Marco Island is an Equal Opportunity Employer.

The City of Marco Island is a drug free and smoke free workplace.

The City of Marco Island offers a wide range of employee benefits. Below is a brief summary of the comprehensive benefits package we have to offer you when you join our team.

City of Marco Island Employees participates in a Cafeteria-Style benefits plan. The cost of any benefit chosen by the employee is deducted from each paycheck.

Health Insurance

The City currently offers a PPO (Preferred Provider)-type health insurance plan provided by Cigna. The City pays 85% and the Employee pays 15% of the premiums.

Dental Insurance

The City currently offers a PPO (Preferred Provider)-type dental insurance plan provided by The Standard.

Vision Insurance

The City currently offers a PPO (Preferred Provider)-type vision insurance plan provided by The Standard.

Supplemental Insurance

The City currently offers 4 types of supplemental insurance provided by AFLAC.

Life Insurance and AD&D

The City offers an voluntary $50,000 life insurance and accidental death and dismemberment policy for employees.

Additional Life Insurance

The City offers Additional Life in units of $10,000 to a maximum of $300,000. The minimum amount you can elect is $10,000. Employees can elect up to $80,000 with no medical questions.

Spouse coverage is available in units of $5,000 to a maximum of $150,000, but not to exceed 50 percent of your Additional Life coverage. Employees may also elect $10,000 of Dependents Life insurance for eligible children.

Short-term Disability

The City offers a short-term disability benefit that would provide a weekly benefit of 60% of $1,667 of your insured pre-disability earnings reduced by deductible income. The plan maximum weekly benefit is $1,000 and minimum is $15. The benefit waiting period is 30 days (accidental injury and other disabilities) the period of time that you must be continuously disabled before benefits become payable.

Long-term Disability

The City offers a long-term disability benefit that would provide 60% of covered salary after the employee is disabled for six months. The premium for this insurance is .54 percent of salary. For example: calculate monthly salary x .54 ÷ 100 = monthly premium.

Retirement Savings

The City contributes 6.5% of base earnings to a 401a retirement savings plan for non-bargaining unit employees. Vesting after 5 years of employment.

For IAFF bargaining unit members the City offers a Section 175 Pension Plan.

For FOP bargaining unit members the City offers a Section 185 Pension Plan.

Deferred Compensation Plan

The City offers a 457 Deferred Compensation retirement savings plan for its employees. Contributions to this plan are voluntary.

Medical and Dependent-Care Savings Accounts

The City offers two types of pre-tax savings accounts that can be used to reimburse the employee for qualified medical or dependent-care expenses not covered under any other benefit. Any funds deposited must be spent by the end of the plan year each year or they are forfeited. Contributions to this plan are voluntary.

Paid Time Off

Employees earn 160 hours off per year during their first two year of employment. This increases to 176 hours after the beginning of your third year.

Holidays

Employees earn 10 paid holidays and 1 floating holiday that can be used at the employee discretion.

Educational Assistance

The City will reimburse up to $1,500 per year for employees seeking higher education who meet certain grade requirements.

Other Leave

The City offers Military Leave, Jury Duty Leave, Non-FMLA Leave, and Bereavement Leave.

THIS INFORMATION IS PROVIDED AS A SUMMARY OF THE BENEFITS AVAILABLE. SOME RESTRICTIONS AND CLAUSES APPLY.