HR Payroll and Administrative Professional

Job Description
Job Description Key Personnel is seeking an Administrative Assistant to join a professional banking organization in the Tulsa, OK area.
Administrative Assistant Pay: $21.00–$25.00/hour, depending on experience

Administrative Assistant Hours: Monday – Friday8am to 5pm

Administrative Assistant Summary:
The Administrative Assistant & Payroll Coordinator will provide direct administrative support to the President/CEO while managing accurate and timely payroll processing for bank employees. This position will oversee payroll records, coordinate executive scheduling and meetings, maintain confidential information, and assist with administrative projects and daily office operations. The ideal candidate will be highly organized, detail-oriented, professional, and comfortable handling sensitive information while managing multiple priorities in a fast-paced banking environment.
Administrative Assistant Responsibilities:
Process regular, supplemental, bonus, and final payroll accurately and according to established deadlines.
Review employee time records, leave usage, pay changes, deductions, benefit elections, garnishments, and other payroll information for accuracy.
Enter and maintain approved payroll information within the payroll system.
Identify and resolve payroll discrepancies in a timely manner.
Prepare payroll registers, exception reports, funding information, reconciliations, and supporting documentation for review and approval.
Maintain accurate payroll records in accordance with company policies and applicable record-retention requirements.
Assist with year-end payroll activities, including the review and distribution of W-2 forms and related reporting.
Respond to employee payroll questions professionally while maintaining confidentiality.
Coordinate with accounting, human resources, benefit providers, and payroll vendors as needed.
Manage the President/CEO's calendar, schedule meetings, identify conflicts, and provide timely reminders.
Coordinate meetings, appointments, conference calls, travel arrangements, and internal or external communications.
Draft, proofread, format, and distribute correspondence, reports, presentations, meeting materials, and other documents.
Maintain organized electronic and paper files and retrieve information as requested.
Track assignments, commitments, approvals, and deadlines and follow up with appropriate individuals.
Screen and route calls, visitors, mail, and requests in a professional manner.
Prepare expense reports, invoices, purchase requests, and other administrative documentation.
Complete special projects, research, data gathering, document preparation, and event coordination as assigned by the President/CEO.
Provide administrative support to other departments as needed and approved.
Identify opportunities to improve administrative processes, organization, and follow-through.
Maintain current written procedures for assigned payroll and administrative responsibilities.
Represent the bank professionally when interacting with employees, customers, directors, vendors, and community contacts.
Perform other related administrative and payroll duties as assigned.
Administrative Assistant Qualifications:
High school diploma or equivalent required.
Minimum of two years of administrative, payroll, bookkeeping, accounting support, or related office experience.
Previous experience processing payroll from start to finish is preferred.
Strong understanding of basic payroll calculations and ability to identify discrepancies.
Demonstrated ability to handle confidential and sensitive information with discretion.
Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Strong proofreading and document preparation skills.
Ability to manage multiple priorities and meet recurring deadlines.
Proficiency with Microsoft Outlook, Word, and Excel.
Ability to learn payroll systems and other business software quickly.
Strong judgment, professionalism, and follow-through.
Previous experience supporting a senior executive or working in a financial institution or regulated environment is preferred.
Familiarity with payroll taxes, wage and hour requirements, benefits deductions, and year-end payroll reporting is a plus.
Associate degree or additional education in business, accounting, human resources, or a related field is preferred.
Confidentiality & Internal Controls:
Maintain strict confidentiality regarding payroll, compensation, employee matters, executive communications, customer information, and other sensitive bank information.
Follow established internal controls and segregation-of-duties procedures.
Obtain appropriate authorization before entering changes to pay rates, bonuses, deductions, direct-deposit information, or employee status.
Maintain accurate documentation and follow established payroll review and approval procedures.
Comply with bank policies, information-security requirements, record-retention standards, and applicable laws and regulations.
Promptly report suspected errors, fraud, security incidents, policy violations, or control concerns through the appropriate channels.
Physical Requirements / Work Environment:
Work is performed primarily in a professional banking and office environment.
Ability to sit and work at a computer for extended periods.
Ability to communicate effectively by telephone, email, and in person.
Ability to use standard office equipment, including computers, telephones, printers, and scanners.
Ability to occasionally stand, walk, bend, reach, and move throughout the office.
Ability to lift or carry office materials weighing up to approximately 20 pounds as needed.
Must be able to work effectively in a professional environment requiring a high level of confidentiality, accuracy, and attention to detail.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Key Personnel Benefits:
While on Key Personnel's payroll, you can access Key's benefits package, including health, dental, vision, accident, critical illness, term life, short-term disability, PTO, and more!
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Key Personnel is an Equal Opportunity Employer. A drug screen and background check may be required.