Employment Specialist

Southeastern Oklahoma State University•Durant, OK

1d•Onsite

About The Position

The Employment Specialist serves as a primary point of contact for the Office of Human Resources, responsible for delivering exceptional customer service to employees, applicants, students, supervisors, retirees, and visitors. This role represents the Human Resources Office by creating a welcoming, professional, and service-oriented environment while assisting individuals with employment, payroll, benefits, leave, and general Human Resources inquiries. Working collaboratively with another Employment Specialist, both positions share responsibility for the daily operations of the Human Resources Office. Each Employment Specialist performs the full range of employment administration, onboarding, personnel records management, recruitment support, leave administration, office operations, and administrative support functions. Both positions are fully cross-trained and share responsibility for all assigned functions to ensure continuity of operations, consistent customer service, and uninterrupted support during employee absences or periods of increased workload.

Requirements

High school diploma or GED.
Excellent interpersonal and customer service skills.
Strong organizational and time management skills.
Demonstrated ability to maintain confidentiality.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office 365 applications, including Word, Excel, Outlook, Teams, and Adobe Acrobat.
Ability to learn and utilize Human Resource Information Systems (HRIS), Applicant Tracking Systems (ATS), and other enterprise software.
Ability to prioritize multiple assignments while working in an environment with frequent interruptions.
Must be eligible to work in the United States.
Must provide an original social security card during the hiring process.

Nice To Haves

Associate's or Bachelor's degree.
Human Resources experience.
Experience with HRIS, ATS, or payroll systems.

Responsibilities

Serve as the first point of contact for the Office of Human Resources by welcoming employees, applicants, students, retirees, and visitors in a courteous, professional, and service-oriented manner.
Answer, screen, and direct telephone calls while providing accurate information regarding Human Resources services.
Monitor and respond to departmental email inquiries.
Assist visitors with employment applications, onboarding paperwork, payroll forms, leave questions, and other Human Resources processes.
Receive and distribute incoming mail and prepare outgoing correspondence.
Maintain reception, conference, and common office areas in a professional manner.
Schedule appointments and coordinate meetings as needed.
Maintain office supplies and coordinate equipment maintenance.
Notarize official university documents as needed.
Coordinate recruitment activities for all non-student positions.
Process Employment Request Forms and Employee Transaction Forms.
Maintain employment postings through the University's Applicant Tracking System (ATS).
Assist hiring managers and search committees with ATS processes and recruitment procedures.
Monitor applicant workflow throughout the recruitment process.
Coordinate new employee onboarding and employment documentation.
Conduct criminal background checks and other required pre-employment screenings.
Ensure hiring documentation complies with university policies and applicable employment laws.
Assist with employment reporting and compliance requirements.
Maintain complete, accurate, and confidential personnel files.
Audit personnel files to ensure compliance with university, state, and federal requirements.
Maintain official employee transcripts and credential documentation.
Maintain and update university job descriptions.
Prepare correspondence, reports, spreadsheets, and presentations.
Compile data for institutional, state, federal, accreditation, and other required reports.
Process payroll packets and employment documentation.
Maintain electronic and physical Human Resources records.
Assist employees and supervisors with Human Resources forms and procedures.
Administer employee leave reporting and maintain leave records.
Process leave documentation and ensure timely reporting.
Assist employees and supervisors with leave-related questions.
Maintain confidential leave records in accordance with university policy.
Coordinate the staff performance evaluation process.
Track probationary and annual evaluation due dates.
Distribute evaluation forms and correspondence.
Monitor receipt of completed evaluations and maintain evaluation records.
Recruit, hire, train, schedule, and supervise Human Resources student employees.
Monitor student employee schedules, payroll hours, and budget allocations.
Provide training and daily work assignments.
Work collaboratively with the other Employment Specialist to ensure seamless Human Resources operations.
Maintain proficiency in all Employment Specialist responsibilities through ongoing cross-training.
Share responsibility for all operational functions within the Human Resources Office.
Provide seamless coverage during vacations, leave, training, and other staff absences.
Coordinate workload and priorities to ensure timely completion of assignments.
Develop and maintain standard operating procedures.
Recommend improvements to Human Resources processes and customer service.
Assist other Human Resources staff as needed.
Perform other duties as assigned.

Benefits

University paid health insurance
University paid vision insurance
University paid life insurance
University paid long term disability insurance
Retirement contributions to Oklahoma Teachers Retirement System
Tuition waiver for employees and spouse/dependents
25 paid holidays per fiscal year
Generous leave package including annual/vacation leave, sick leave, personal leave, and birthday leave
403(b) (voluntary)
Health Savings Account (voluntary)
Flexible Spending Account (voluntary)
Dental insurance (voluntary)
Short term disability insurance (voluntary)
Dependent life insurance (voluntary)
Variety of ancillary benefits (voluntary)