Human Resources Assistant (999-Temporary)

308 STATE BUREAU OF INVESTIGATION; Oklahoma City (OK); On-site; USD 15,000 - 22,000; Part time

Job summary

The 308 State Bureau of Investigation is seeking a part-time Human Resources Assistant to support the HR unit in Oklahoma City. The role handles records management, applicant processing, and onboarding tasks under the Support Services Division.

Primary duties include maintaining personnel files, assisting with recruitment using Workday, and preparing in-processing materials for new hires. The position is limited to 999 hours per year and pays hourly.

Qualifications

• Three years of clerical office work with one year HR-related experience.
• Equivalent combination of education and experience acceptable.
• Familiarity with personnel records, payroll or benefits a plus.

Responsibilities

• Maintain and organize HR records and the HR filing room.
• Assist Recruitment Officers with recruitment processes in Workday and related tasks.
• Create building access cards and credentials for employees and outside vendors/contractors.
• Create in-processing binders for new hires and maintain filing.
• Support HR projects as assigned by the HR Director/Supervisor.

Skills

Records maintenance

HR policies & procedures

Business communications

Confidentiality

Judgment & decision making

Education

Three years clerical/HR experience or education equivalent

Job description

Job Posting Title Human Resources Assistant (999-Temporary) Agency 308 STATE BUREAU OF INVESTIGATION Supervisory Organization State Bureau of Investigation

Job Posting End Date Refer to the date listed at the top of this posting, if available. Continuous if date is blank. Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time Part time Job Type Temporary Compensation Hourly Rate: $13.50

Job Description

This position is located within the Human Resources Unit, Support Services Division in Oklahoma City, OK. This position is limited to 999-hours per year. Basic Purpose 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.

Major Work Duties

Maintain and organize all records in the Human Resources Filing room. Create multiple files for new employees and pull files for past employees. File paperwork in employee personnel, payroll and benefits files. Scan applicant files, selection processes and past employee files after the required time. Assist Recruitment Officers with recruitment processes (to include: reviewing applications in Workday for minimum requirements, send withdrawal letters and create & file selection process folders). Create building access cards and credentials for employees and outside vendors/contractors. Create in-processing binders for new hires. Maintain filing room supplies well-stocked and inform the Human Resources Director/Supervisor if supplies are running low. Assist with projects assigned by the Human Resources Director/Human Resources Supervisor.

Typical Functions

Prepares, processes or reviews a variety of personnel transaction forms concerning vacancy positions, applicant lists, individual appointments, status changes, transfers, promotions, demotions, salary changes, grade changes, terminations, retirement and insurance deductions and payments, deferred compensation, charitable contributions and other payroll deductions; prepares and processes applications; maintains applicant tracking system; contacts applicants to clarify information; prepares and processes forms concerning the allocation of positions and the establishment, revision and deletion of classes. Requests/prints the certification of eligibles for employment; contacts candidates to determine availability and conducts preliminary interviews; arranges for interviews with the appointing authority and/or other agency personnel; notifies the Merit System office of action taken. Explains 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. Prepares and maintains salary and payroll data, vacancy posting records, individual personnel records, including training and work histories, time and leave reports, service appraisals and correspondence; compiles data and prepares reports as directed; maintains confidential records and filing systems; conducts testing for applicants for merit system positions. Assists agency employees by interpreting and explaining employee benefit plans, processing changes in plan coverage and assisting with employee problems through provider agencies; oversees the COBRA insurance program for departing employees and eligible dependents of current employees; processes retirement forms including vesting and withdrawal options for departing employees; processes workers’ compensation injury claim forms. Prepares routine correspondence and forms; may type a variety of materials; enters appropriate information into the computer system.

Level Descriptor

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

Education and Experience

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.

Knowledge, Skills, Abilities and Competencies

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.

Special Requirements

Successful applicants must be willing to submit to a drug screen, polygraph examination, psychological evaluation (commissioned positions only), and a thorough background investigation. Certain events automatically disqualify an applicant, such as, felony conviction; admission of an undetected crime that, if known, would have been a felony charge; failure to pay federal or state income tax; positive confirmed drug urine test; illegal use of a controlled substance within certain time frames. Employees assigned to certain roles within the agency will be tasked with reviewing sensitive and potentially disturbing materials, such as graphic photos related to ongoing investigations. This work may involve exposure to difficult and emotionally challenging content. The nature of the work performed may also expose individuals to harsh language, inappropriate situations, or other distressing circumstances. Applicants should be prepared to handle these situations with professionalism, emotional resilience, and confidentiality.

Equal Opportunity Employment

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.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

Agency Contact. Oklahoma State Government is the largest employer in the state of Oklahoma, employing over 35,000 diverse and talented employees in more than 100 state agencies, boards and commissions. Our workplaces can be found across the state from Boise City to Idabel, Hollis to Miami, and everywhere in between. To learn more about our state agencies, visit here.

Industries: Government Administration

Worker Size: 10,001+ Employees

Headquarters: Oklahoma City, Oklahoma

Utilizing the Office of Veterans Placement provides eligible veterans additional services and interview opportunities for State of Oklahoma employment.