Personnel Assistant

Human Resources Recruitment and Talent Coordinator

Starting Salary $22.00 - $24.46 hourly

JOB SUMMARY
Under the general direction of the People Manager, the Human Resources Assistant provides comprehensive administrative support across recruiting, onboarding, HR programs, and recordkeeping. The role coordinates front‑line recruitment activities, maintains HRIS data integrity, supports payroll accuracy, and ensures compliance with applicable policies and procedures.

JOB REQUIREMENTS

1. Recruitment & Selection:

   •  Prepare and post announcements; coordinate events; administer standardized screening; proctor written and simulation assessments; prepare conditional offers; initiate background verifications; start onboarding; close out selection files with imaging, QC, indexing, storage/disposition.

2. HR Programs & Administration:

   • Administer HR programs/policies; respond to information requests; purchase goods/services; reconcile invoices; revise performance evaluation forms; maintain training records; compile/distribute reports.

3. HRIS & Records Management:

   • Create/update employee records; manage filing systems; compile narrative/statistical reports; enter Leading for Results (LFR) data monthly/quarterly/annually.

4. Compliance & Onboarding:

   • Maintain confidentiality; complete annual U.S. Drug and Alcohol Clearinghouse steps for CDL‑required positions; obtain MVRs where licenses are required.

5. Customer & Stakeholder Communication:

   • Exchange information with applicants, citizens, agencies, and EMBARK/City staff via phone/email/in‑person; communicate with tact and diplomacy

KEY PERFORMANCE INDICATORS (KPIs)

• Time to fill rate ≥ 30 days 

• HRIS Data Integrity ≥ 98% 

• Document Processing Time ≤ 2 business days 

• Clerical Task Completion Rate ≥ 95% 

• MVR Audit Compliance: 100%  

• Training Record Audit ≥ 98%

   

MINIMUM QUALIFICATIONS

• High school diploma or equivalent with 3 to 5 years’ experience in recruitment with a preference for candidates who hold a bachelor’s degree in human resources, Business Administration, or a related  or related field preferred and/or a SHRM-CP Certification. 
• Skill in clear, concise verbal and written communications; calm decision making under stress; tact and diplomacy with employees and the public. 
• Proficiency in Microsoft Office; ability/willingness to learn new software (e.g., Oracle HRIS, Kronos, Clever) per EMBARK procedures. 
• License: Valid Oklahoma Driver’s License. 

WORKING CONDITIONS

• Subject to sitting, standing, walking, and using a telephone, computer and copier/scanner for extended periods;

• Local travel required for delivers and coordination of events with various offices and staff.

• May be required to work beyond normal hours, including evenings and weekends on occasion.

PHYSICAL REQUIREMENTS

• Must be able to use both hands and both feet concurrently.
• Must be ambulatory in order to reach parked vehicles in a garage yard from Operations office.
• Ability to bend, stoop, twist, reach, and climb stairs; occasionally lift objects weighing less than 10 pounds
• Vision sufficient to read and draft written and computer-generated communications.
• Ability to hear and speak clearly and distinctly in English on the telephone, radio and in person.
• Manual and finger dexterity to operate office equipment.
• Must be able to sit or stand for periods up to 2 hour with only a very short break.

PRE‑EMPLOYMENT REQUIREMENTS

• Non-DOT Physical & Drug Screen: The successful applicant must pass a physical examination, which includes a drug screen.
• Background Check: EMBARK will conduct a background investigation/verification. Applicants will be provided contact information for any third‑party reporting agencies used to collect background information as part of a conditional offer of employment.
• Substance Abuse Policy: Applicants will receive a copy of EMBARK’s Substance Abuse Policy upon conditional offer and acceptance, and before any health screen/physical examination and drug test.

DRIVING RECORD STANDARD

• Positions that require operating a COTPA vehicle may be disqualified by three (3) or more moving traffic violation convictions (excluding parking tickets) within the last two (2) years.

APPLICATION GUIDELINES

• Provide at least three (3) years of employment history, including reasons for leaving each position.
• Applicants with more than 2 (two) employers in the past three (3) years may not be considered for this position.
• Explain all gaps in employment history.
• Provide contact information for current and previous employers.

EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATIONS

• EMBARK is an equal opportunity employer and values diversity and inclusion.
• EMBARK does not discriminate against any applicant or employee based on race, color, creed, national origin, ethnicity, religion, sex (including sexual orientation and gender identity/expression), age, genetic information, disability, or political affiliation.
• If you require reasonable accommodation during any part of the hiring process, contact the Human Resources Department at (405) 297‑1588.

VETERANS PREFERENCE

• A five‑point preference will be awarded in the initial scored selection process for honorably discharged U.S. military veterans.
• Qualified applicants must submit a copy of DD Form 214 indicating discharge type/character of service in person, by mail, or by fax at (405) 316‑3346.

FORMER EMPLOYEES

• To participate in the selection process, former employees must be eligible for rehire.
• If you are unsure of your rehire status, contact EMBARK Human Resources at (405) 297‑1558.
• If your rehire status is coded “Not Eligible,” “Eligible 3,” or “Conditional,” you must request a review of your rehire status.