HR Assistant

Metropolitan Tulsa Transit Authority•Tulsa, OK

3d•Onsite

About The Position

Performs a variety of administrative duties in day-to-day operations and activities. This role requires maintaining confidentiality, problem-solving, and ensuring compliance with various employment laws and regulations. The HR Assistant will handle general office duties, prepare correspondence, respond to employment verification requests, and manage new hire and termination processes. Additionally, this position involves responding to benefit-related inquiries, maintaining various HR logs and reports, entering new employees into ADP, completing E-Verify and I-9 forms, and ensuring proper document retention. The role also includes assisting the HR team with recruiting efforts, background checks, scheduling interviews, and drug screens. The HR Assistant must be reliable, possess strong organizational skills, and be able to work with limited supervision. They will also be responsible for running monthly reports, investigating complaints, and potentially taking on special projects.

Requirements

Must be able to maintain confidential information.
High School Diploma or GED required.
At least one year of work experience.
Excellent interpersonal skills.
Ability to communicate effectively with the public and co-workers on the telephone, in person, and in group settings.
Excellent grammar, spelling, and punctuation skills.
Ability to exhibit a high level of confidentiality and reliability.
Ability to take initiative in completion of tasks.
Good computer knowledge and usage skills.
Ability to handle numerous activities at once.
Must be able to work with limited supervision.
Possess excellent organizational skills.
Requires the ability to sit or stand for long periods.
Requires the ability to hear telephone and directions given.
Visually perform essential functions for satisfactory job performance.
Ability to view visual display terminals for extended periods.
Must be safety conscious and avoid accidents if possible.

Nice To Haves

Associate’s degree preferred.
Knowledge of various employment laws and practices is preferred.

Responsibilities

Maintain confidentiality of all company and personnel related information.
Identify and resolve problems in a timely manner.
Maintain compliance with federal, state, local employment, benefit, and drug testing laws.
Gather and analyze information skillfully.
Perform general office duties (filing, copying, faxing).
Prepare and distribute correspondence.
Respond to requests for verification of employment.
Coordinate and process new hire and termination paperwork.
Respond to benefit questions and issues.
Assist with Preparing, maintaining, updating, and submitting reports and logs: Promotions/transfers (ongoing), Pension Cards – (New Hires and Terminations), retirement logs.
Enter new employees in ADP.
Complete E-Verify for new hires.
Maintain I-9 information and ensure that all I-9’s are completed accurately.
Remove terminations and destroy according to document retention guidelines.
Complete the checklist for ADP new hires checklist and termination checklist.
Forward new hire personnel file and completed checklist to HR Director.
Assist the HR team when necessary.
Attend Human Resources seminars and job fairs, as needed.
Document retention.
Investigate and evaluate external complaints, interview employees, including retrieving, and viewing videos.
Run Birthday & Anniversary Report each month but not limited to ordering and distributing anniversary packets and gifts.
Handle disciplinary actions as needed, performance counseling.
Follow-up with complaints in a timely manner.
Provide updated report every 2 weeks for Directors’ Meetings.
Prepare Monthly reports for Board of Trustees meetings.
Prepare, maintain, update, and submit reports and logs: Seniority List (1st of month), Termination List (1st of month), Promotion/Transfer Log (ongoing).
Assist with recruiting (advertising, posting jobs, contacting agencies, job fairs, etc.), when needed.
Assist with performing background checks on applicants, when needed.
Assist with scheduling interviews or interviewing, when needed.
Assist with scheduling pre-employment drug screens/physicals, when needed.
Report to work on a regular and timely basis.
Perform other incidental duties as may be assigned.
Order MVRs annually (Oct/Nov).
Attend training on or offsite.
Assume responsibility for special projects when assigned.
Assume additional responsibilities as directed or required.