Hr Administrative Assistant I Or Ii

Job Posting Title

HR Administrative Assistant I or II

Agency

340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization

340 Human Resource

Job Posting End Date (Continuous if 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

Full time

Job Type

Regular

Compensation

The annual salary for this position is up to $45,991 based on education and experience.

Position Summary

This position is responsible for providing administrative support for the Oklahoma State Department of Health Human Resources Department maintaining various records, preparing correspondence or other materials, and similar activities. The HR Administrative Assistant will perform a variety of administrative tasks and support the HR department in duties like updating HR reports and databases, processing employee requests, serving as a first point of contact for the HR Department, and performing a variety of procurement tasks. This position requires excellent organizational skills and the ability to handle sensitive information confidentially.

Position Responsibilities /Essential Functions

• Develops and maintains confidential or complex files.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• Manage the department’s telephone and shared inboxes to address queries accordingly.
• Assist in payroll preparation by providing relevant data, like leave without pay status, longevity bonus, and FMLA status.
• Prepares invoices and payments of claims, requisitions, purchase orders, and other fiscal duties.
• Arranges appointments, maintain the Human Resources schedule, and handle office details.
• Initiates correspondence requiring knowledge of agency or Human Resources procedures and policies.
• Coordinates activities with internal and external customers.
• Enters and retrieves information using Personal Computer or other data processing equipment receives and reviews coded and uncoded source documents; reviews data and makes routine corrections.

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in a team environment, participating and assisting their peers.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Education and Experience

Level I: Four years of technical clerical office work or an equivalent combination of education and experience.

Level II: Education and Experience requirements at this level consist of five years of technical clerical office work; or an equivalent combination of education and experience.

Preferences

• HR Information Systems (HRIS): Familiarity with HRIS platforms like Workday, Oracle HCM, PeopleSoft, or other similar systems commonly used for managing employee data, tracking performance, and generating reports.
• Technology and Data Management: Strong working knowledge of Microsoft Office Software primarily including Word and Excel. Familiarity with Smartsheet and Adobe Pro.
• Procurement: Foundational understanding of procurement and acquisition processes including experience with P-Card purchasing and reconciliation or Certified Procurement Officer Level 1 or greater.

Valued Knowledge, Skills, And Abilities

Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and the major policies and procedures governing assigned programs. Ability is required to maintain effective working relationships with others; handle confidential work; interpret and handle routine matters in accordance with agency policy; and follow oral and written instructions.

Physical Demands and Work Environment

This position is set in an office environment, computer-based. While performing the duties of the job, employees are frequently required to stand, walk, lift, and reach.

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 State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.