HR Assistant

Job Title

Under general supervision, receives visitors, provides information, compiles, maintains human resources records, performs various clerical tasks, and supports the Human Resources Division by performing the following duties.

Essential Job Functions

• Act as HR first point of contact for general inquiries and route calls as needed.
• Maintain confidentiality of sensitive employee information.
• Organize and maintain files for all BOCC employees, and update employee files with human resources documents.
• Coordinates storage room documents, schedule document purge and maintain destruction file spreadsheet according to retention schedule.
• Order office supplies, including paper; request maintenance for office equipment.
• Open, sort, date stamp and distribute mail.
• Provides information for employment verifications in a timely manner.
• Assists the Accounting Administrative Support with receiving for the department within HRIS.
• Assists applicants and employees with Human Resources Applicant Tracking System (ATS).
• May schedule executive level interviews and phone screenings.
• Prepares and coordinates onboarding of new hires and manager forms; take new hire photos and prepare employee files.
• Create and maintain new HR courses within Learning Management Systems (LMS).
• Responsible for enrolling employees in all HR courses, this includes attendance entry obtained by the course instructor.
• Assist customers with computers for assessments, recruitment, benefits enrollment, HRIS, and onboarding.
• Assists with coordination of the Wellness program: This includes scanning, uploading, and approving wellness exam forms.
• Assist employees with BeWell quarterly challenges, tracking participation, prize selection, and running reports for quarterly challenges outcome.
• Responsible for following up with injured workers to verify demographic, injury, contact information with the injury reporting system, calculates weekly pay, forwarding the Work- Related Injury report to the third-party vendor, and forwarding the injury report to the Workers' Compensation Supervisor.
• Assist Education Specialist with preparing materials and setting up trainings.
• Collaborate with Education Specialist in designing infographics and educational materials for Safety topics to be placed on the County Pipeline.
• Create and distribute certificates for employee certifications and training completions.
• Pull monthly termination report for Samsara for Safety Team.
• Prepares reports, memos, forms, letters, and other materials.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

Knowledge of Human Resources; of personnel records and files; of federal guidelines; of recordkeeping, of spelling, punctuation. Knowledge of business and email etiquette; of laws, ordinances and regulations governing Human Resources matters; and of departmental policies and procedures.

Skilled in customer service and organization; in maintaining accurate records and files; in using computer and other related office machines; in keyboarding 40 WPM; and preparing reports. Must be proficient in Microsoft Word, Excel, Outlook, as well as Applicant Tracking Systems, and Learning Management Systems.

Ability to understand and follow oral and written instruction, to exercise tact, patience, and courtesy in dealing with others; to speak clearly, distinctly and in a pleasing tone; to detect clerical errors; and to cooperate and work with others.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be prepared to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED and at least three years of satisfactory, full time paid employment as an Administrative Assistant or in Human Resources, or related work; or graduation from an accredited college or university with an Associate degree in Human Resources, or other related field; or a combination of education and experience substituting one year of the required education with one additional year of experience could be considered. Workday experience preferred.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to transmit instructions furnished in written, oral, or diagram form. Ability to deal with problems involving various concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Database software, Human Resources software, Internet software, Spreadsheet software, and Word Processing software.

Physical Demands

The physical demands 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.

While performing the duties of this job, the employee is regularly required to assume a stationary position; and communicate, convey, express oneself, and exchange information. The employee frequently is required to operate, activate, use, prepare, inspect, detect, and position. The employee is occasionally required to move or transverse; and reach with hands and arms. The employee must occasionally transport, move, position, put, install up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described here 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.

The noise level in the work environment is usually moderate.

EEO STATEMENT

Tulsa County does not discriminate against any individual because of race, color, sex, age, religion, national origin, ancestry, marital status, disability, or political affiliation (except when such person advocates or belongs to an organization which advocates the overthrow of our constituted government by force or violence) with regard to all terms, conditions, eligibilities, and privileges of employment for all positions in the County.

NOTE: Job descriptions are subject to change based on changing business needs and conditions.

Location

HQ