Human Resources Assistant

Job Summary:  The Human Resources Assistant provides confidential administrative and operational support for all Human Resources functions, including recruitment, onboarding, employee records management, payroll support, regulatory compliance, benefits administration, reporting, education tracking, and employee services. This position assists with Paycom administration, Affordable Care Act (ACA) reporting, employee benefit programs, and regulatory compliance while maintaining strict confidentiality of all employee information.

The Human Resources Assistant serves as a professional resource to employees, applicants, managers, and leadership by exercising sound judgment, maintaining neutrality, demonstrating exceptional attention to detail, and supporting the Human Resources Director in maintaining efficient, compliant, and customer-focused Human Resources operations.

DUTIES AND RESPONSIBILITIES:

• Maintain strict confidentiality of all Human Resources information, including employee salaries, Social Security numbers, medical information, personnel records, payroll information, investigations, disciplinary actions, and other confidential data.
• Exercise sound judgment, maintain impartiality, and uphold all Human Resources policies, procedures, employment laws, regulatory requirements, and ethical standards.
• Maintain accurate personnel, medical, survey, and Human Resources records by organizing, updating, and filing documentation to ensure regulatory compliance and audit readiness.
• Process employee terminations using established departmental procedures and maintain all related documentation.
• Read, understand, and comply with all Human Resources policies, procedures, and the Employee Handbook.
• Coordinate recruitment activities by posting employment opportunities, attending and scheduling career fairs, reviewing applications, conducting reference and employment verification checks, scheduling interviews, and completing required pre-employment screenings, including background checks, OSBI screenings, licensure and certification verification, and professional references.
• Process new hires and rehires by collecting required onboarding documentation, verifying acceptable I-9 documentation, entering employee information into Paycom, and scheduling New Employee Orientation.
• Conduct New Employee Orientation when the Human Resources Director is unavailable.
• Develop and maintain proficiency in Paycom while accurately entering, updating, and maintaining employee demographic and employment information.
• Maintain employee licensure, certifications, required education records, and expiration dates to support organizational compliance.
• Prior to each payroll, review and verify PTO balances and usage, labor allocations, Insure Oklahoma deductions, and employee benefit deductions for accuracy.
• Assist the Payroll Supervisor by running payroll deduction reports, reconciling insurance deductions with invoices, calculating Insure Oklahoma deductions, identifying discrepancies, and communicating payroll corrections.
• Learn, maintain knowledge of, and complete monthly Affordable Care Act (ACA) reporting requirements.
• Assist employees with benefit questions and Human Resources-related inquiries.
• Assist with maintaining Human Resources regulatory and compliance documentation.
• Generate and distribute monthly CareLearning compliance reports for department managers and print employee transcripts for annual education completion and terminations.

• Demonstrate advanced proficiency in Microsoft Excel and assist the Human Resources Director in preparing reports for Leadership Meetings, QAPI, Infection Control, and other committees as assigned.
• Generate monthly employee birthday reports, distribute birthday recognition emails, and maintain annual birthday messaging.
• Follow departmental procedures and checklists while demonstrating exceptional organization, accuracy, attention to detail, and the ability to work independently with minimal supervision.
• Assist with employee appreciation activities, seasonal decorating, parade float preparation, purchasing errands, and other organizational events as assigned.
• Communicate professionally with employees, applicants, managers, physicians, vendors, leadership, and external agencies while maintaining positive working relationships throughout the organization.
• Explain Human Resources policies and procedures, serve as a resource to department managers regarding Human Resources processes, and promote a positive image of the Human Resources Department.
• Demonstrate flexibility, adaptability, and professionalism while performing additional duties and special projects as assigned by the Director of Human Resources.

Regulatory Requirements:

• Associate degree in Human Resources, Business Administration, or related field preferred.
• Equivalent combination of education and experience may be considered.
• Minimum two (2) years Human Resource or administrative experience preferred
• Healthcare Human Resources experience preferred.

Knowledge, Skills and Abilities:

• Advanced Microsoft Excel skills required.
• Strong computer proficiency, including Microsoft Office and HRIS systems.
• Ability to learn Paycom and other Human Resources software.
• Excellent organizational and time management skills.
• Strong analytical and problem-solving abilities.
• Exceptional attention to detail.
• Ability to prioritize multiple assignments.
• Excellent written and verbal communication skills.
• Ability to work independently.
• Ability to maintain confidentiality.
• Ability to interpret and apply Human Resources policies and procedures.
• Strong customer service skills.
• Ability to remain objective, impartial, and professional in sensitive situations.
• Commitment to continuous learning and professional development.