File Assistant Jobs in Oklahoma (NOW HIRING)

The HR Clerk provides exceptional customer service and essential administrative support to ensure the HR department operates efficiently and effectively. This role manages accurate recordkeeping, timely data entry, organized filing systems, mail distribution, document preparation, and general correspondence. The HR Clerk also assists with ordering and distributing supplies and maintaining up-to-date informational files, helping create a responsive, reliable, and well-organized HR function.

The following functions represent the majority of duties performed by this position but are not meant to be all-inclusive or to prevent other duties from being assigned when necessary.

ESSENTIAL JOB FUNCTIONS:

1. Perform clerical support for Human Resources staff, which includes filing, photocopying, mail distribution, recordkeeping, ordering supplies, travel, and preparing correspondence as needed.
2. Process all in-services, which include printing, signing the HR approval line, and scanning them to the proper manager, supervisor, attendee, and administrative assistant.
3. Maintain the in-services inbox and folder and add finally approved in-services to the employee personnel files.
4. Maintain I-9 records and monitors document expiration and employment eligibility dates to ensure regulatory compliance.
5. Handle employee verifications and Public Service Loan Forgiveness (PSLF) requests.
6. Scan and email completed actions to the employee, proper manager, supervisor, administrative assistant, and HR Administration supervisor.
7. Update the organization’s emergency notification system.
8. Report employee personnel changes to affected parties and departments.
9. Process requests for outside work approvals.
10. Maintain personnel files.
11. Assist with submitting legal intake and requests to purchase forms as needed.
12. File new hire certificates of onboarding training completion in their personnel file.
13. Assist all employees with general HR questions either in person, via email, or by phone.
14. Assist employees with name change process.
15. Handle storage and assist Compliance and Risk Specialist with record keeping and compliance.
16. Assist the Recruiter by sorting and organizing new hire packets and paperwork in files, verifies files for completeness and accuracy, and purges files annually.
17. Ensure that HR forms are kept current and stocked in bins.
18. Complete required training in support of duties and responsibilities of this position.
19. Assist HR Administration Supervisor and HR Administrator with special projects, as needed.
20. Other duties as assigned, including those required to fulfill activities in support of public health emergency operations.

Education:

• High school diploma or equivalent required.
• Additional education in office administration or business preferred.

Experience:

• 2-4 years of progressively responsible administrative work required, preferably in Human Resources.
• Workday HCM experience highly preferred.
• Knowledge of working in a human resource office, maintaining personnel files, and general knowledge of employment practices.

Knowledge and Skills:

• Must be able to maintain a high level of confidentiality at all times.
• Proficient in Microsoft Word, Excel, Internet Explorer, and Outlook, with a working knowledge of PowerPoint.
• Ability to independently compose clear, concise correspondence.
• Knowledge of proper English usage, spelling, punctuation, and grammar.
• Excellent proofreading skills.
• Must be able to work independently with little direction and multi-task.
• Must be able to concentrate and pay high attention to detail.
• Ability to follow oral and written directions and work effectively with others as a team.
• Ability to solve practical problems, interpret instructions and perform mathematical calculations involving fractions, decimals, and percentages.
• Excellent interpersonal, customer service, and satisfaction-oriented skills are highly essential.
• Good reception and telephone techniques.
• Skills in planning and organization of multiple duties and projects.
• Bilingual (Spanish/English) preferred.

INTERNAL AND EXTERNAL WORKING RELATIONSHIPS:

• Regular internal contact with other HR personnel to provide and gather information.
• Occasional contact with external customers providing employment information and assist customers as needed.

PHYSICAL EFFORT:

Lifts materials, boxes of records, and equipment weighing up to 25-30 pounds; stooping, bending, and squatting in retrieving files. Sitting for periods of time, up to 3 hours. Repetitive hand motions associated with using a computer, keyboard, mouse, and telephone. Work assigned schedule while being punctual.

SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:

Direct Supervision – None

Indirect Supervision – None

Budget/Money/Material – Responsible for assigned hardware and software

Reports to – Supervisor, Human Resources Administration

Work Location – James O. Goodwin Health Center

WORKING CONDITIONS: This position primarily functions in an office environment with regular exposure to indoor lights, office equipment noise, frequent interruptions, and regular interaction with internal customers.

SPECIAL REQUIREMENTS:

• Must maintain THD record confidentiality according to HIPAA regulations.
• Must possess the ability and willingness to perform job-related travel between THD sites.

FLSA Status: Non-Exempt