Location: The Salvation Army of Central Oklahoma, 1001 N Pennsylvania Avenue, Oklahoma City, OK 73107
Employment Type: Full-Time with Benefits
Job Summary: Plans, coordinates, administers, monitors the employee personnel program; coordinates and monitors the day-to-day operations of the Human Resources Department including personnel records, promotions, transfers, terminations, grievances, worker’s compensation, pension and health plan matters. Monitors and enforces personnel policies and procedures. Compiles, submits and maintains appropriate records with Divisional Headquarters including records requiring Divisional Finance Board Approval. Prepares and processes payroll records; processes worker’s compensation claims.
Essential Functions: This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.
Personnel Maintenance (70%)
Plans, prepares, updates and monitors personnel records; inputs data and generates various personnel reports and lists; submits appropriate forms to Divisional Headquarters for Divisional Finance Board approval; maintains copies of all documents in transit until originals are returned for each employee’s permanent file.
Maintains personnel records including a database on current employees; posts notices and reminders for trainings.
Plans, directs and monitors all employment history files; ensures that all records are properly organized and maintained.
Ensures job descriptions are accurate as related to the job duties and responsibilities; makes revisions when necessary.
Receives and responds to personnel-related questions from supervisors and employees such as benefits, payroll, and policies and procedures; serves as a technical resource on employee personnel topics and issues for the Area Command.
Safeguard the security and confidentiality of personal/private information on employee personnel except where duty requires communication with a superior Officer; refrains from premature unauthorized release of restricted information; protects interest of employees and The Salvation Army in accordance with Salvation Army policies and governmental laws and regulations.
Ensures the Area Commander is informed of significant problems that jeopardize the achievement of objectives and those which are not being addressed by department heads/supervisors, particularly in personnel matter
Advises supervisors on employee relations counseling, outplacement counseling, and exit interviewing; conducts internal investigations and makes determinations for disciplinary action based on established policies and procedures; consults with Area Commander and Divisional Headquarters HR Director as needed.
Responsible for compliance with Federal and State legislation pertaining to all personnel matters.
Ensures the Area Commander is informed of significant problems that jeopardize the achievement of objectives, and those which are not being addressed by line management, particularly in personnel matters.
Time and Attendance (15%):
Ensures a new set of timecards are available each pay period for supervisor and employee signatures; checks timecards for errors and works with supervisors to make corrections and recalculate time prior to the pay period ending date; processes bi-weekly payroll for transmittal to Divisional Headquarters’ Payroll Manager.
Plans, develops and monitors attendance tracking system; approves availability of earned leave time (sick, personal time, vacation, etc.) as paid leave is requested; advises Area Commander of consistent tardiness, excessive absences and other related attendance issues.
Employee Onboarding (10%):
Plans, develops, and conducts a recruitment program calculated to maintain a superior work force through job posting, advertising, interviewing, reference verification, testing and new employee orientation; establishes standard recruiting and replacement practices and procedures; directs all phases of the hiring process to ensure compliance with Salvation Army policies and procedures as well as local, state and federal rules and regulations.
Ensures that employment verifications and background checks are conducted within Salvation Army policies and procedures.
Establishes and maintains I-9 system for all current and terminated employees in compliance with I-9 rules and regulations. Completes e-verification process for all new hires.
Monitors and ensures completion of 90 day and annual evaluations by supervisors and department heads; calculates pay increases and works with the Area Commander on the budget as it relates to pay increases for the fiscal year.
Plans, develops and conducts new hire orientation; informs new employees of available benefits and enrollment/eligibility timeframe.
Other Responsibilities (5%):
Updates and submits monthly enrollments, terminations and changes to the Area Command’s billing statement for The Salvation Army Health Plan for Divisional Headquarters.
Updates and monitors the approved driver list through Chesterfield Services, Inc., prepares and updates database on registered staff automobiles for authorized parking; makes authorization list available to security upon request.
Maintains and updates Safe From Harm Child Protection Audit and Rapid Response Guidebooks for all locations under Area Command.
Supervises the hiring and termination of seasonal employees; ensures required payroll information is submitted in a timely manner.
Conducts annual United Way Pledge Drive; continues drive throughout the year with all new employees.
Performs other duties as assigned.
Materials and Equipment:
General Office Equipment Computer Phone/Voice Mail System
Knowledge, Skills and Abilities:
Knowledge of the principles and practices of human resources
Knowledge of labor laws and ability to interpret/enforce the same
Ability to interview, screen and select qualified applicants to fill open positions.
Ability to organize, maintain and secure personnel records in an effective manner.
Ability to communicate effectively with all levels of staff.
Ability to prepare and analyze figures and visually inspect for accuracy.
Ability to prepare payroll records and meet established deadlines.
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience:
Bachelor’s degree from an accredited college or university in Human Resources or a related field,
Two years’ experience performing personnel and administrative work,
Any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Valid Driver’s License
Ability to meet attendance requirements.
Ability to read, write and communicate the English language.
Ability to perform mathematical calculations.
Ability to sort and file documents alphabetically and numerically.
Ability to move hands in a repetitive motion, grasp, hold and move fingers with ample dexterity.
Ability to travel to conferences, seminars, trainings, etc.
Ability to travel to various locations throughout the metro.
Ability to safely drive a vehicle in heavy traffic.
Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to employees requiring assistance.
Limited amount of physical effort required associated with walking, standing, bending, squatting, reaching, pushing/pulling, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.
Working Conditions: Duties are usually performed seated in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like. Sitting may be relieved by brief or occasional periods of standing or walking.
Travels to various destinations under Area Command, for conferences, seminars, training, etc. where there could be discomforts associated with changes in weather.