Human Resources Assistant

Oklahoma City-County Health Department; Oklahoma City (OK); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Paid holidays and leave

Job summary

Oklahoma City-County Health Department is seeking an entry-level administrative assistant in the Administrative Services Division. The role centers on scheduling appointments, preparing forms, entering data, and maintaining records for the main and satellite clinics.

Responsibilities include filing, mail handling, inventory, and HR-related tasks with emphasis on accuracy, confidentiality, and customer service. This position offers steady clerical work in a public health environment.

Qualifications

• High school diploma or GED required.
• Three years of related general office experience required.
• Valid Oklahoma driver license required.

Responsibilities

• Operate a personal computer and schedule appointments.
• Prepare forms and records, scan documents, verify information.
• Maintain alphabetic/numerical files, labeling and updating records.
• Compile and generate computer reports.
• Receive, screen and direct telephone calls; greet visitors.
• Sort and deliver mail; manage supplies and mail machine.
• Assist with HR-related tasks and file audits as needed.

Skills

PC operation

Confidentiality

Communication

Policies & procedures

Relationship building

Safety practices

Accountability

Education

High school diploma or GED

Job description

SALARY IS COMMENSURATE WITH EDUCATION AND EXPERIENCE

SUMMARY:

This evolving position is located in the Administrative Services Division with the Oklahoma City -County Health Department (OCCHD). The incumbent is primarily responsible for scheduling appointments; preparing forms and records; entering information into the computer; preparing, retrieving, and maintaining filing. These various job duties and responsibilities may be performed for the main and satellite clinics.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

This is a summary of the duties and responsibilities commonly found within this classification. All employees must maintain a commitment to the OCCHD's mission, vision and strategic goals. This summary is not meant to be all-inclusive, thus other related activities or tasks may be assigned.

This position functions at entry level (Tier 1) as defined by the Council on Linkages Core Competencies for Public Health Professionals. An emphasis on the following domains is important in this role:

• Data Analytics and Assessment Skills
• Communication Skills
• Community Partnership Skills

ESSENTIAL JOB FUNCTIONS:

1. Operating a personal computer.

2. Making appointments, changes in appointments or canceling appointments and notifying staff of changes.

3. Preparing forms and records including scanning documents for electronic storage, verifying information for completeness, and destroying records after verification.

4. Maintaining appropriate alphabetical and/or numerical files; numbering, labeling, sorting, opening, closing, and updating.

5. Compiling and generating computer reports.

6. Receiving, screening, and directing incoming telephone calls.

7. Greeting visitors and directing them to the appropriate office or individual.

8. Receiving, sorting, and delivering incoming and outgoing mail. Also maintains and orders supplies for the mail machine.

10. Maintains inventory of office supplies, prepares requisitions, places orders, and records receipt and distribution of supplies.

11. Verifies the status of employees' driver license annually.

12. Conducts employment reference verification.

13. Maintains OCCHD document destruction account.

14. Updates employee phone roster.

15. Assists with the distribution of the OCCHD newsletter to retirees.

16. Maintains informational packets and benefit information for new hires.

17. Assists with job opening notifications.

18. Audits employee personnel files for accuracy.

19. Submits maintenance and information technology work orders for departments assigned.

20. Updates Human Resources system for employee certifications, licenses, performance reviews and telecommute agreements.

21. Annually verify employee roster against federal exclusion database.

22. Conduct new hire orientation.

23. Notary public.

24. Maintains required federal and state posters at all locations.

25. Assists with employee education program by completing e-requisitions for payment.

26. Completes required training in support of duties and responsibilities of this position.

27. Drives off-time in support of job responsibilities.

28. At the direction of OCCHD Chief Executive Officer and Chief Health Officer or designee, the incumbent will be assigned a variety of specific job duties and responsibilities as a member of the OCCHD Emergency Preparedness and Response Program Team (i.e., Bioterrorism Response Program). Also, as a member of the Emergency Preparedness and Response Program Team, the employee is required to complete all necessary emergency responder training and may be designated as a member of the first-responder team.

29. In accordance with our designation of a PHAB Accredited health department and explicit commitment to a culture of continuous quality improvement, employees will receive Quality Improvement (QI) training deemed necessary by their supervisor.

QUALIFICATIONS/REQUIREMENTS:

-High school diploma or GED required

-Three years of related general office experience required

-Valid Oklahoma driver license required

SKILLS AND ABILITIES:

-Skill in operating a personal computer

-Ability and willingness to maintain confidentiality

-Ability and willingness to communicate with persons both orally and in writing using tact and diplomacy

-Ability and willingness to follow established policies and procedures

-Ability and willingness to develop and maintain effective working relationships

-Ability and willingness to follow safe working practices and procedures

-Ability and willingness to assume responsibility for work product

WORKING CONDITIONS:

-Primarily indoors in climate-controlled building

-No smoking or use of non-smoking tobacco products is allowed at any time while conducting OCCHD business or in OCCHD vehicles or on OCCHD property

-No use of cell phones or the use of electronic wireless communications devices used to write, send or read a text-based communication while driving a motor vehicle on OCCHD business

-May be subject to sitting and/or standing for prolonged periods of time

-May be exposed to prolonged glare from computer monitor

-OSHA category: performs tasks that involve no exposure to blood, body fluids, or tissues

PHYSICAL REQUIREMENTS:

-Arm/hand steadiness and digital dexterity enough to use equipment such as personal computer, ten-key, typewriter, FAX machine, etc.

-Vision enough to read computer printouts, hand- or machine-generated documents, etc., as well as print on computer monitor

-Speech and hearing enough to communicate with others, both via telephone and face-to-face

-Flexibility to bend, stoop, and pull to perform tasks such as filing documents

-Flexibility and strength enough to lift and move equipment and supplies weighing up to 35 pounds

WORKING RELATIONSHIPS:

This position requires frequent contact with other employees, visitors, clients, applicants, etc., to give and receive information and/or to provide technical assistance. The incumbent interacts with a broad spectrum of groups. Tact and diplomacy are required in the performance of duties. The employees may be required to deal with temperamental people on occasion.

SUPERVISION GIVEN AND RECEIVED/ACCOUNTABILITY:

This employee is under the direction of the immediate supervisor. Work product is subject to both specific and general review. The incumbent has no supervisory responsibilities and no direct accountability for budget, money or materials.

CONDITIONAL:

Employees who fall into the following categories are in conditional employment positions: a) Chief Executive Officer and Chief Health Officer; b) Senior Executive Team, Executive Team and Leadership Team employees who serve at the pleasure of the OCCHD Chief Executive Officer and Chief Health Officer; c) certain other OCCHD employees whose salaries, benefits, and/or overhead are based on available funds such as, but not limited to, revenue generating contracts, grants, or fee-for-service revenue. In other words, this means that if the funding or the program is terminated, cancelled, or non-renewed, your employment terminates automatically. This position may be partially or fully funded by a grant.

OTHER DUTIES AND RESPONSIBILITIES:

-Must have an operating vehicle available for use when field duties are required

-Will be compliant on recommended immunizations required by the CDC as a healthcare worker and as defined within the scope of Emergency Response within 30 days of hire. Exceptions accepted with documented medical or religious accommodation. OCCHD will provide vaccinations at no charge to employees.

-May be required to work outside of regular business hours or assigned shift hours including occasional evenings and weekends due to job responsibilities

BENEFITS:

• As an employee of the Oklahoma City-County Health Department, you will enjoy comprehensive benefits which consists of:
• 15 days per year of annual leave
• 15 days per year of sick leave
• 15 paid holidays annually
• A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible medical spending account
• A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.
• Retirement plans: Defined Contribution Plan and 457 Deferred Compensation Plan

Successful candidate subject to background check, reference verification and drug screening.

AA/EOE