Records Management Assistant Jobs in Ada, OK (NOW HIRING)

Job Summary:
The Human Resources Assistant provides administrative and operational support across a broad range of Human Resources functions, helping ensure HR processes are executed accurately, efficiently, and in compliance with company policies. This role delivers exceptional customer service to employees, leaders, candidates, and external partners while supporting onboarding, recruiting, employee records, compliance, HR projects, and employee engagement initiatives. Success in this position requires strong organization, attention to detail, confidentiality, adaptability, and the ability to effectively manage multiple priorities in a fast-paced environment.
Responsibilities:
Under moderate supervision, this role supports the day-to-day administration of Human Resources functions and contributes to Human Resources HR practices and objectives that promote an employee-focused culture of ownership, empowerment, quality, productivity, goal achievement, and the recruitment and development of a strong workforce.
The Human Resources Assistant provides administrative and operational support across multiple Human Resources functions, serving as a key resource in the daily execution of departmental processes and employee services. This role assists with onboarding, recruiting support, benefits coordination, employee communications, compliance activities, reporting, record management, and departmental projects, event coordination and support while helping ensure Human Resources operations are completed accurately, efficiently, and in accordance with company policies and applicable regulations.
The Human Resources Assistant delivers responsive, professional customer service by answering routine questions, directing inquiries to the appropriate HR team member when necessary, coordinating administrative activities, and ensuring a positive experience throughout the employee lifecycle.
This position requires discretion, confidentiality, strong relationship management with internal and external partners, effective time and project management skills, and a high level of attention to detail and accuracy. The Human Resources Assistant must effectively prioritize competing responsibilities, maintain organized and accurate records, and exercise sound judgment when handling confidential and sensitive information.
This role provides prompt, high-quality customer service to LegalShield employees, HR partners, leaders, candidates, and external vendors while maintaining the highest standards of integrity and confidentiality. The role also requires initiative in identifying priorities, performing assigned job duties, and taking appropriate action to support departmental needs. Success in this position requires adaptability, collaboration, strong organizational skills, and a commitment to delivering exceptional administrative support while contributing to the overall effectiveness of the Human Resources department.
The Human Resources Assistant also supports employee engagement, company events, and community involvement initiatives by helping coordinate internal communications, organizing and supporting employee activities, assisting with fundraising and volunteer efforts, maintaining event-related records and status updates, and serving as a liaison with internal teams and external community partners to ensure activities are well-coordinated, professionally executed, and aligned with organizational objectives.
Performance Outcomes
HR Operations & Administrative Support

• Audit the I-9 process.

• Distribute incoming departmental mail.

• Respond to Human Resources email and Teams inquiries.

• Answer incoming Human Resources calls, provide backup support for voicemails, and respond as needed.

• Complete weekly onboarding for new employees.

• Submit requisitions to Accounting for Human Resources supplies and event-related needs.

• Prepare and submit monthly reports to applicable state agencies.

• Prepare and submit monthly attrition reports to HR executives

HR Systems & Technology Support

• Assist with completing Workday tasks as needed.

• Assist with reviewing and testing HR information system upgrades or patches.

Benefits & Talent Acquisition Support

• Assist the Senior Benefits Specialist (SBS) with employee benefits-related questions as needed.

• Provide recruiting assistance by placing phone screening calls to applicants.

Employee Engagement, Events, & Community Involvement

• Facilitate the fundraising project process by:

• Acting as the organizational liaison.

• Soliciting team members to participate.

• Ensuring fundraising events have an assigned leader and providing support as needed.

• Developing communication for the organization.

• Providing status reports on fundraising efforts.

• Develop communication for employees as needed.

• Work with external contacts and coordinate LegalShield involvement.

• Coordinate quarterly blood drives with the Oklahoma Blood Institute.

• Provide the employee anniversary list to the Director of Communications.

• Document and facilitate OMG Committee meetings.

• Manage the following events:

• Corporate Picnic.

• Jamboree.

• PPLSI Family Tree

Education, Knowledge, and Experience

• High School Degree required.

• Prior experience in an office or clerical setting is required.

• Three years of prior experience in an administrative position is preferred.

• Experience as an HR Assistant is preferred but not required.

• Ability to thrive in a fast-paced environment where priorities change daily, employees wear many hats, and attention to detail is essential.

• Ability to think outside the box and prioritize tasks and decisions in a timely manner.

• Passion for supporting the organization in meeting its strategic objectives through excellent support and execution.

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Proficiency in Microsoft Office Suite or related software.

• Excellent organizational skills and attention to detail.

• Ability to handle confidential and sensitive information with professionalism, discretion, and sound judgment.

• Strong time management skills with the ability to manage multiple priorities and consistently meet deadlines.

• Ability to work independently while also collaborating effectively as part of a team.

• Experience using Human Resources Information Systems (HRIS), such as Workday, is preferred.

FLSA Status
Non - Exempt; overtime may be required.
Physical Requirements/ Work Environment
The work environment characteristics and physical demands described here are representative of these an employee encounters while preforming the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to regularly lift, carry, and otherwise move up to 15 pounds and occasionally up to 30 pounds.

• Ability to frequently walk between departments and floors.

• Frequent use of a computer, keyboard, telephone, and other standard office equipment.

• Ability to communicate effectively in person, by telephone, email, and virtual communication platforms.

• Ability to maintain concentration and attention to detail while performing repetitive administrative tasks and managing multiple priorities.

• Ability to work in a fast-paced office environment with frequent interruptions and changing priorities.

• Must be able to occasionally bend, stoop, reach, and retrieve files, office supplies, or event materials.

• Ability to attend and assist with company meetings, employee events, and community activities, which may require occasional setup, breakdown, or transporting materials.

Additional Information:
Location:
Ada
Department:
9351 Human Resources
Time Type:
Full time
Commitment to Equal Opportunity
PPLSI conforms to all the laws, statutes, and regulations concerning equal employment opportunities. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, and basis of disability or any other federal, state or local protected class. We prohibit retaliation against individuals who bring forth any concerns, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any concerns or otherwise oppose discrimination.
If you require a reasonable accommodation to complete the application process, please contact Human Resources at: humanresources@legalshieldcorp.com.