HR Assistant

DEPARTMENT Human Resources REPORTS TO HR Director FLSA STATUS Non-Exempt PAY RANGE $19.78 - Grade 19/ Step 1 REVISED November 2, 2026 Safety Sensitive Yes SAFETY-SENSITIVE POSITION This classification is a "safety sensitive" position as defined by the United States Department of Transportation drug and alcohol testing regulations, the Oklahoma Standards for Workplace Drug and Alcohol Testing Act and/or Oklahoma Medical Marijuana laws. As a safety-sensitive classification, the employee is subject to drug and alcohol testing, including random testing. Marijuana is included in the drug panel screening. Possession of a medical marijuana license does not excuse an employee from the testing process or from the consequences of testing positive for marijuana. POSITION SUMMARY The HR Assistant provides front-office administrative support and serves as the first point of contact for visitors, employees, vendors, and the general public. This position is responsible for answering and directing telephone calls, greeting visitors, responding to routine inquiries, and supporting the daily administrative operations of the office. In addition to general administrative responsibilities, this position performs payroll administration, employee benefits coordination, and purchase order preparation and tracking. The position also provides backup administrative support for workers’ compensation processing, assists the HR Business Partner with employee lifecycle activities, and supports the HR Director with special projects, reports, and other administrative assignments. The ideal candidate is organized, customer-service oriented, detail-focused, and able to manage confidential information while balancing multiple priorities and deadlines. ESSENTIAL DUTIES AND RESPONSIBILITIES Front Office and General Administrative Support: Serves as the primary point of contact for visitors, employees, vendors, and the public by greeting visitors, answering telephone calls, responding to routine inquiries, and directing individuals to appropriate staff. Provides general administrative support, including preparing correspondence, maintaining records and files, processing mail, scheduling meetings, coordinating appointments, maintaining office supplies, and ensuring a professional and welcoming office environment. Payroll Administration: Assists with the preparation and processing of biweekly or other scheduled payroll; reviews payroll information for accuracy and completeness; follows up with employees and supervisors regarding discrepancies or missing information; maintains payroll records and supporting documentation; and assists with payroll-related reporting and reconciliations. Employee Benefits Administration: Assists with the administration of employee benefit programs, including health, dental, vision, life insurance, retirement, and other applicable benefits. Coordinates employee enrollments, changes, qualifying life event updates, and terminations. Human Resources Administrative Support: Assists the HR Business Partner with recruitment, hiring, onboarding, employee status changes, and separation activities. Coordinates interviews, candidate communications, pre-employment requirements, and new employee orientation; prepares employment-related documents and personnel action paperwork; maintains personnel files and electronic HR records; tracks employee training, certifications, evaluations, and required deadlines; and provides administrative assistance with leave documentation, including FMLA-related paperwork and tracking, as assigned. Maintains the confidentiality of employees and personnel information. Purchasing and Departmental Support: Prepares, processes, and tracks departmental purchase orders in accordance with established purchasing procedures. Provides administrative support to the HR Director and HR Business Partner on departmental projects, reports, presentations, and other assignments. May be required to drive a city issued car. Perform other duties and responsibilities as assigned. MINIMUM QUALIFICATIONS Graduation from high school or possession of a GED equivalent. One (1) year of experience in human resources, personnel administration, payroll, or a closely related administrative field. Ability to handle sensitive and confidential information with discretion and maintain strict confidentiality. Must possess and maintain a valid Oklahoma Driver’s License and maintain a status of insurability. Ability to obtain Oklahoma Notary Public commission within six (6) months of hire. PHYSICAL DEMANDS AND WORK ENVIRONMENT Physical Demands: Work requires the ability to sit, stand, bend, walk, and lift or carry items weighing up to 35 pounds. Work Environment: Work is primarily performed in an office environment. This is an on-site position; remote or hybrid work arrangements are not available. Schedule: The employee may be required to work an irregular schedule, including early mornings, evenings, and weekends, based on departmental needs. SUPERVISION Responsibility for the work of others: None required. For more Information: City of Shawnee- Human Resources View email address on click.appcast.io Deadline for Applying: Open Until Filled #J-18808-Ljbffr City of Shawnee