Human Resources Assistant

Human Resources Assistant

Positions in this job family are assigned responsibilities for performing a variety of specialized technical human resources management duties in a personnel or human resources management unit of a state agency or institution.

Typical functions include:

• Providing administrative, operational, and project support for Human Resources programs, initiatives, and daily division activities.
• Serving as administrative support to the HR Administrator and HR management staff by coordinating schedules, arranging meetings, preparing materials, maintaining records, monitoring correspondence, and assisting with division administrative needs.
• Drafting, reviewing, editing, and distributing correspondence and communications, including informational email blasts, memorandums, training communications, operational updates, meeting notices, and other HR-related materials in accordance with agency procedures and style guidelines.
• Serving as a point of contact for Human Resources by responding to inquiries, providing information regarding HR processes and procedures, directing staff to appropriate resources, and assisting with resolution of routine operational issues.
• Assisting HR staff, supervisors, and employees with questions regarding HR procedures, agency policies, Workday processes, forms, and required documentation.
• Coordinating and supporting quarterly training activities, meetings, and other HR events, including scheduling, logistics, preparation of materials, attendance tracking, equipment setup, catering coordination, and related administrative support.
• Coordinating employee recognition activities, including administration of longevity and retirement recognition processes, verification of eligibility information in Workday, preparation and distribution of certificates and recognition materials, and maintenance of related inventory and supplies.
• Processing Internal Purchase Requests (IPRs) and other purchasing-related documentation for Human Resources operational needs, including technology equipment, software licenses, office supplies, training expenses, travel-related purchases, and other approved expenditures; coordinating with Business Services regarding purchasing questions or issues and verifying receipt of ordered items.
• Preparing routine correspondence and forms; may type a variety of materials; enters appropriate information into the computer system.
• Preparing reports, spreadsheets, and tracking documents; enters and maintains information in Workday, Smartsheet, SharePoint, and other agency systems as assigned.
• Assisting with coordination of HR operational processes and special projects, including performance management activities, training initiatives, policy updates, tracking processes, document management, and other division projects as assigned.
• Maintaining organized electronic and physical records, files, and reference materials in accordance with agency procedures and records management requirements.
• Assisting with monitoring shared HR communication channels, routing information to appropriate staff, and ensuring timely follow-up on assigned items.
• Providing customer service and administrative support in a high-volume environment requiring frequent interruptions, changing priorities, and coordination with multiple internal and external stakeholders.
• Explaining laws, rules and regulations pertaining to personnel transactions; contacts proper authority for interpretation of the laws, rules and regulations pertaining to the more complex transactions.
• Performing other duties as assigned.

This job family consists of one level and incumbent employees are responsible for performing all functions related to the position to which assigned.

Knowledge, skills, and abilities required include knowledge of methods and procedures pertaining to records maintenance; of human resources management or personnel administration rules and policies; of business communications, including grammar, punctuation and spelling; and of business mathematics.

Ability is required to establish and maintain effective working relationships with others; to handle confidential matters with tact and discretion; to express ideas clearly and concisely; to exercise good judgment in analyzing situations and making decisions; and to interpret and apply applicable rules to various human resources management activities or personnel actions.

Education and experience requirements consist of three years of experience in clerical office work, including one year of experience involving technical human resources management or personnel administration work, or an equivalent combination of education and experience, substituting one year of college for each year of the required experience.

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.