Human Resources Assistant at Dale Rogers Training Center

Qualifications:

• High School Diploma or High School Equivalency (G.E.D., HiSET, TASC)
• Experience with HRIS systems
• Working knowledge of general clerical/reception duties, business procedures.
• Ability to multi-task efficiently in a fast-paced dynamic environment.
• Exceptional oral and written communication skills.
• Exceptional people-relations and customer service skills
• Proficient and comfortable with technology, and computerized applications
• Experience in human resources environment preferred
• Pleasant and approachable phone manner
• Proven planning and organizational skills required
• High attention to detail
• Trustworthy and possessing high integrity

Hiring Requirements:

• 18 years of age or older
• Must be able to pass background checks, reference checks and pre-employment drug test as Agency is required or deems necessary
• Must have a valid Oklahoma Driver’s License
• Must possess reliable personal transportation

Job Requirements:

• Must maintain total confidentiality
• Professional dress and appearance suitable to a business environment and in keeping with DRTC dress policy
• Decisive, ability to make quick and sound decisions
• Organized, detailed and goal oriented.
• Highly effective in a fast-paced environment, delivering accurate and quality work/results
• Ability to work independently and meet all deadlines
• Able to succeed in a team environment and embrace collaboration
• Ability to read and interpret written documents, oral/audible instructions.
• Ability to compose miscellaneous documents
• Able to effectively always communicate with all levels of employees and external contacts/visitors with courtesy and professionalism.
• Exemplary attendance in compliance with Agency guidelines.
• Exceptional customer-service orientated demeanor

Physical Requirements:

• Ability to effectively use computer technology and devices
• Must possess verbal communication skills and ability to hear
• Work is performed in an office environment and may require prolonged sitting or standing.

Job Conditions:
Normal working hours are from 8:00 a.m. to 5:00 p.m. Monday through Friday with one hour for lunch, and two 15-minute breaks as scheduling allows. Hours may vary or be extended depending on Agency needs.

This position is classified under Partial Remote Work Designation - approximately 10% of job functions can typically be completed remotely based on a 40-hour week work. Eligible for 8 hours per week of remote work. Remote hours are not guaranteed and are subject to Agency need and Area Manager Approval.

This position is non-exempt and receives overtime pay at one- and one-half times the regular rate of pay for all hours worked over 40 hours in a workweek beginning Saturday 12:00 AM through Friday midnight.
Reports To: Director, Human Resources

Supervises: None

Certification Or Training Required: (At Agency's Expense)

• Ongoing training for job specific, professional, and personal development.

Scope:
The Human Resources Assistant position is an integral part of the Human Resources Department and serves in a support role to the HR Department functions. The Human Resources Assistant handles multiple administrative duties of the agency. The position assists HR and office staff with all areas of human resources administration, such as recruitment, record maintenance, training, policies & procedures, event planning, and clerical support to other areas of the organization as assigned.

Agency Responsibilities:

• Must have knowledge of DRTC’s Mission and Philosophies.
• Must be familiar with all DRTC policies/procedures and organizational structure of the agency, including all agency safety and emergency procedures.
• Comprehends and complies with all standards set forth by regulatory agencies i.e. DDS, DOL, within their realm of involvement.
• Exercise integrity in maintaining confidentiality regarding all sensitive and confidential matters.
• Learns and uses agency tools and procedures to ensure organization and consistency.

Essential Functions:

• Serves as the initial point of contact (POC) for the Human Resource department, for internal and external customers to assist as needed.
• Backup support for recruiting functions: Review applications for completion, maintain digital Applicant Tracking Shared Folder, recruit temporary positions, distribute applications in a timely manner. Maintain and update approved position checklist.
• Maintain pre-employment document records in accordance with department procedure.
• Prepare interview packets as requested
• Responsible for these new hire functions: processing, orientation, database entry, packet assembly, employee files assembly.
• Maintain HR department files and records to include agency organizational charts, employee database and agency planning tools, within established guidelines.
• Process exiting staff paperwork to ensure all items on Exit Checklist are completed.
• Generation Campus Town Hall Agenda and Minutes in timely manner.
• Complete electronic purchase requisitions for human resources department
• Responsible for purchase of departmental supplies for meetings and events as requested.
• Request Annual MVR checks for designated positions and report results to supervisor
• Track and file driver’s license and insurance information and inform supervisor of any matters for concern.
• Process Sex and Violent Offender background checks every December.
• Draft new procedures pertaining to HR Assistant tasks/functions and submit to supervisor for review and approval
• Update forms for mid-year coaching and end-of year evaluation, set annual follow along? date(s), and forward to HR Coordinator for review
• Generate Staff Training & Movement Reports monthly for administrative review

Ancillary Functions:

• Assist with coordination & planning of company events
• Participate in systems and procedural improvements.
• Serves as DRTC Index verifier
• Maintain employee computerized/hard training records
• Copy materials for scheduled In-house trainings
• Assist in producing requested documentation for DDS Annual Survey and assist with survey as requested
• Coordinate registrations, and travel arrangements for approved DRTC and Federal Contract staff
• Maintain Staff Phone Extension list and update per Chart of Inserts timelines
• Maintain and update Planner inserts, per Chart of Inserts timelines, and copy for distribution in December and June

COMMITTEES/MEETINGS TO ATTEND:

• Attends meetings as directed by supervisor, including but not limited to:
• HR Department Team Meeting (takes minutes)
• Campus Town Hall
• Staff Resource
• Weekly Meeting with Supervisor
• Other meetings/committees as assigned by Supervisor.
• Other duties as assigned.