Human Resource Management Specialist

Job Posting Title - Human Resource Management Specialist

Compensation - $54,452.64 Plus State Benefit Allowance.

Job Description -

Under the supervision of the Human Resource Administrator, the Human Resources Management Specialist is responsible for various human resource programs as assigned by their supervisor. Programs include: 

Recruitment - Track open positions, announce jobs on the state website, advertise open positions with local outlets and colleges, conduct interviews, background and reference checks, and complete appropriate paperwork for new-hires and existing employees. Ensure recruitment activities follow proper policy and procedure as outlined in the Employee Handbook and recommend changes to policy as needed. Review job descriptions and work with the HR Administrator and Division Leadership to write and update job descriptions as needed. 

Payroll - Responsible for the processing of all monthly payrolls and related forms and reports within prescribed deadlines. Provides payroll information for budget. Process all payroll deductions. Ensure accuracy of data. 

Benefits - Maintain employee group insurance and benefits programs, including retirement benefits. Assist agency employees by interpreting and explaining their employee benefit plan. 

Retirement - Maintain records and reports for employee retirement contributions. Advise and process all forms for separating and retiring employees.  

Other miscellaneous duties - Assist with processing workers’ compensation claims. Routinely works with comprehensive, confidential, records and filing systems. Perform other duties as may be assigned by the Human Resource Administrator.    

JOB DUTIES MAY INCLUDE: 

Track positions as they become available to fill and keep an accurate up to date list of open positions. 

Work with division chief and assistant chief on priorities to fill open positions as well as timing to announce open positions. 

Prepare job announcements and announce open positions.  

Announce open positions to the public using recruitment ads, university job boards, social media, and list servs as well as develop new sources to attract top talent. 

Screens applicant pool for minimum qualifications prior to sharing candidates with hiring supervisor and division leadership and / or screens final candidate list prior to interviews being scheduled.  

Coordinate interview time with the division and selects outside division person to help on interview team.  

Reviews and makes changes if needed to interview questions received from the division.   

Facilitates panel interview ensuring all questions asked during the interview are appropriate and stay within guidelines. 

Collects scoresheets, tabulates scores, and shares the interview scores with division chief and assistant chief.  

Receives recommendation to fill the position from division chief, processes background and reference checks, other screening as required by position, and prepares hiring paperwork for approvals.  

Notifies division once an offer can be made. Coordinates pre-employment drug screen and start date.  

Attend career fairs and build relationships with colleges and universities to ensure they are aware of programs needed to meet department job requirements.  

Serves as chair for the agency recruitment committee.  

Secure and maintain all confidential records and files by following Department policy and procedure. 

Records a variety of employee information to maintain and update payroll and benefit records.   

Works with the Human Resource Assistant to ensure time is entered according to policy and procedure.   

Process and reconcile full-time, part-time and on-demand monthly payrolls within prescribed deadlines. Analyze and determine accuracy of payroll prepared. Ensure that procedures for all special payroll items such as longevity and worker compensation adjustments are followed.  Reviews a variety of payroll source documents and identifies and reconciles discrepancies.   

Identify problem areas or situations, evaluate problem causes, and take corrective action to resolve identified problems. Requests on-demand checks if appropriate.  

Compiles employee payroll data such as garnishments, annual leave, insurance, and 401(k) deductions. Verifies pay adjustments and posts data onto records. Calculates wages and deductions and enters information into Workday.   

Process all required payroll deduction payments within prescribed deadlines. Provide accounting with required information timely to ensure payments are processed on time.   

Answer questions from employees and supervisors regarding payroll matters.   

Assist employees by interpreting and explaining their employee benefit plan provisions.  

Administers the insurance program for new, current, and departing employees and their dependents. Coordinates annual open enrollment for benefit plans.   

Coordinate retirement enrollment and termination forms including vesting and withdrawal options for departing employees for the Defined Benefit and Defined Contribution retirement plans. Submit monthly contribution information to appropriate vendor by prescribed deadlines.   

Assist the Chief of Administration with updates to the plan documents and other retirement matters.  Prepare Defined Benefit Retiree Census data and submit annually to the Retirement Actuary.   

Provide the required payroll and benefit information for the annual budget to the Chief of Administration.   

Process workers’ compensation payroll adjustments. Coordinate and submit required documents to the appropriate entity in a timely manner. Notifies Human Resource Administrator of any issues or concerns that need attention.   

Works in conjunction with other sections to complete items needed for agency audits. May assist with governmental reporting and compliance. Follows all compliance directives, ie., SOX, etc.   

May be required to perform other duties as assigned by the Human Resource Administrator. 

Must have the ability to: 

• Lift and carry standard office equipment and supplies up to 25 pounds and operate a vehicle.   
• Establish and maintain effective working relationships, work independently, and be professional and courteous with the public, employees, other agencies, and other partners.  
• Communicate clearly and effectively in public speaking situations and be able to express oneself clearly and concisely in writing.  
• Use personal computers and various other office equipment. Should be proficient in Microsoft O365, Word, Excel, PowerPoint, and have an overall understanding of internet based computer applications.   
• May be required to occasionally work extended hours and weekends with occasional travel requiring overnight stays. 

REQUIREMENTS: 

Education: Requires a Bachelor’s Degree, preference given in Human Resources or Public Administration. Equivalent experience and education may substitute for the bachelor’s degree. 

***PLEASE ATTACH A COPY OF YOUR OFFICIAL TRANSCRIPT TO THIS APPLICATION IN THE SECTION THAT SAYS RESUME/COVER LETTER***YOUR APPLICATION CANNOT BE CONSIDERED WITHOUT A COPY OF YOUR TRANSCRIPT***

Experience: Two years’ experience in Human Resources required with preference given for recruitment and payroll processing experience. Knowledge of and experience with Workday software is a plus. 

Knowledge and Skills:  Knowledge of recruitment practices and appropriate interpersonal skills to facilitate the interview process. Knowledge of payroll processing and benefits enrollment. Knowledge of government organizations, programs, activities, functions, and where applicable, their interrelations with the private sector that may be acquired by education, study or experience.  Requires ability to analyze and evaluate facts, draw sound conclusions, and to deliver concise factual summaries of those results, both orally and written.   

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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