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POSITION DETAILS

Employment based visa sponsorship will NOT be considered for this position.

Position Number:  129340
Classification Title:  Human Resources Specialist
Working Title:  Senior Human Resources Specialist

Department:  Human Resources
FLSA Status:  Exempt
Salary Range:  $50,000 - $53,000
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

This position performs professional functions in Human Resources. Duties for this position encompass the areas of background screenings, recruitment and employment utilizing a web-based system to post jobs. Advises hiring officials on search/hiring processes and solves customer problems and inquiries in a collaborative, helpful manner. This position receives Personnel Action Forms (PAFs) from the Processing Team, analyzes the PAF for accuracy, and contacts departments for additional information, if needed, and approves/denies documents. Duties include applicant assistant, verifications of employment, and review of position updates, Provides training to campus community and writes articles on subject matter related to the position.

Background screening related purchasing, invoice approval and reconciliation, data entry, and data and position status reporting. This position monitors and responds to email sent to backgrounds@uwf.edu.

MINIMUM QUALIFICATIONS:

A bachelors degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

POSITION QUALIFICATIONS:

Must have knowledge of the state and federal laws, Florida statutes, and Board of Governor's regulations that impact Human Resources in addition to knowledge of University policies, regulations, and procedures. Must be able to interpret and communicate information to University personnel and others. Must have strong computer, analytical, critical thinking, and oral and written communication skills. Must have knowledge of public records laws and the Florida Sunshine Law. Must have the ability to understand, explain, and effectively apply employment polices and procedures to daily work. Must be able to work independently. Must be able to maintain a high level of confidentiality. Must have high attention to detail and professional demeanor while providing quality customer service. Must have the ability obtain a notary and a University purchasing card.

PREFERRED QUALIFICATIONS:

Bachelor's degree and three years of Human Resources experience. SPHR, PHR, SHRM-CP, or SHRM-SCP certified. Experience in performing duties related to employment, background screening, and equal opportunity reporting. Working knowledge of laws affecting employment (FCRA, FLSA, ADA, Title VII, ADEA, FMLA, etc.). Strong computer skills in MS Office applications, such as Word, Excel, Outlook, Power Point, and Internet Explorer and G-Suite for Education, such as Gmail, Google Calendar, Google Drive, and Google Docs. Experience using an online applicant tracking system and experience using an ERP System, preferably SCT Banner. Excellent communications skills, both verbal and written, and ability to maintain confidentiality. Must have high attention to detail and professional demeanor while providing quality customer service. Experience developing and delivering training to diverse groups. Experience working in HR in a university/college setting.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 85% - Monitors and responds to email sent to the backgrounds@uwf.edu and jobs@uwf.edu. Process and file pre-employment forms to include backgrounds, controlled substance forms, reference checks and other related documentation obtained via the university applicant tracking system or dynamic form, as appropriate. Level 1 background screens are processed through a third party vendor. Inputs the data and notifies the department of each step of Level 1 background process (invitation mailed, in progress, results available), requests pre-employment forms and reference checks, and notifies department when the applicant is cleared. Level 2 background screens (fingerprinting) are processed through the appropriate agency portal. Enters background data for applicants on Job Processing Spreadsheet. Collaborate with other Employment Team members to respond or respond directly to requests from Human Resources personnel for pre-employment and background clearance in a timely manner. Obtains approval for backgrounds containing criminal charges from AVP; notify applicants to schedule appeal reviews, if necessary, following EEOC guidelines regarding FCRA compliance. Troubleshoots with all vendors. Ensure that current employees are up-to-date on Level 2 Background Screening. Keeps spreadsheets and runs reports to determine 5 year recertification for Level 2 screens. Recruitment and Employment: Handles recruitment efforts for student, OPS, adjunct staff and faculty positions in HRIS, including approving/opening/closing of job postings, ensuring proper system use by departmental users, managing applicant statuses and filling requisitions. Reviews and approves external employment advertisement proposals. Advises and provides training to employees and departments on the University's recruitment process including recruitment policies and procedures, search committee procedures, employment interviews, maintenance of search committee records, Florida Sunshine law pertaining to recruitment, applicable State and Federal employment laws, Veterans' Preference and equal opportunity. Job Processing Checklist: Responsible for updating the job processing checklist for recruitments at various stages in the process. Contacts departments and requests search documentation or other missing information when the recruitment is completed. Runs the EEO reports to complete the VEVRRA and Section 503 data on the checklist. Provides input for Human Resources Department web pages regarding recruitment and employment ensuring all information is current, legally compliant, and accurate. Reviews and approves Personnel Action Forms (PAFs). Assists applicants with the application process including using the online application software including managing applications, attaching documents, resetting user passwords, and general troubleshooting. Reviews job descriptions analyzes updates and reclassification requests, approves requests or provides feedback to hiring departments. - (Essential)
• 5% - Other duties as assigned. - - (Essential)
• 10% - Approver and reconciler for PCard. Provides training to campus community on areas of responsibility. Writes bulletin/newsletter articles for areas of responsibility. Serves as backup for assisting applicants with the application process: using the online jobsite, managing applications, attaching documents, resetting user passwords, and general technical trouble-shooting. - (Essential)

PHYSICAL DEMANDS:

• Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
• Impact of Deadlines: Externally imposed deadlines set and revised beyond one’s control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Occasionally
• Stooping: Occasionally
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Frequently
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Occasionally
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:  

• This position requires a criminal background screening.
• This position requires fingerprinting.
• This position is eligible for veterans’ preference.

Special Instructions to Applicants:  Candidates must apply online through the University of West Florida website: https://careers.uwf.edu.

Applicants are required to attach a resume, cover letter and contact information for three references.
An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850.474.2694 or email jobs@uwf.edu.

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1.866.272.6272.

At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.

Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

ADDITIONAL POSTING DETAILS

Number of Vacancies: 1
Work Hours:  8am - 5pm
FTE:  1.0
Closing Date:  5/17/2026