HR Job Submission Form
Position Title: Human Resources Assistant
Type of Appointment: Full-Time/Permanent
Location: Oklahoma City, OK
Opening Date: December 16, 2015
Closing Date: Open until filled (Applications received by January 29, 2016 will be given
Classification Level: CL 26 (salary range $42,644 - $69,289) salary placement depending on
qualifications, experience and court funds
Promotion Potential to Human Resources Specialist-CL 27 without further competition
The U. S. Probation Office for the Western District of Oklahoma is seeking a motivated, highly
organized, detail oriented, self-starter with customer focused skills. Under the guidance of the Personnel
Specialist, the incumbent for this position will be cross-trained in all aspects of human resources and will
be responsible for performing and coordinating administrative, technical and professional work covering
the human resources areas of recruitment, staffing, classification, general benefits and leave, background
checks and investigations and court identification security. Travel to satellite office in Lawton,
Oklahoma, may be required.
Refer, adhere to and interpret the Guide to Judiciary Policy, the Human Resources Manual, internal
controls, and district policies and procedures when handling management and staff inquiries.
Assist in processing a variety of human resources actions such as appointments, promotions,
separations, terminations, step increases, etc. Maintain and monitor human resource records,
including payroll and leave records. Gather and organize data for required reports such as fair
employment practices, telework, staffing and volunteer data, etc.
Effective utilization and administration of human resources automated systems including HRMIS
(Human Resources Management Information System), ePerformance, eOPF (Electronic Official
Personnel Folder) and FAC (Facility Access Card). Using the HRMIS system, maintain accurate data
to track employee qualification for pay increases consistent with judiciary pay standards and share this
information with management. In administering the ePerformance system, work with managers to
ensure proper and timely completion and submission of annual employee appraisals.
Assist in developing and maintaining all recruitment related records, including position
announcements, interview information, applicant demographics and recruitment files. Review and
rank applications, conduct telephone reference checks, coordinate and assist with interview panels.
Assist in employment verifications.
Administer background checks and investigations. Process Facility Access Cards (FAC) for the
issuance of credentials and identifications cards ensuring compliance with FAC guidelines and district
procedures. Maintain FAC related documents.
Assist with benefit program coordination, including maintaining and distributing benefits
Assist in conducting new hire orientations for newly appointed employees.
Serve as Travel Coordinator in coordinating out of town travel arrangements and in the preparation of
travel vouchers for all staff members.
Perform other duties and projects as assigned.
To qualify for this position, the incumbent must have a Bachelor’s degree from an accredited college or
university in an accepted field of study and two (2) years of specialized experience. Specialized
experience is progressively responsible experience in at least one but preferably two or more functional
areas of human resources administration (classification, staffing, employee relations, recruitment, leave,
etc.) that provided knowledge of the rules, regulations, terminology, etc., in the area of human resources.
The successful candidate should demonstrate excellent organizational, analytical and interpersonal skills.
This position also requires strong motivation, initiative, attention to detail, a friendly and customer
focused attitude and the ability to handle multiple priorities and tasks simultaneously. The Human
Resources Assistant/Specialist will be communicating routinely with management and staff, therefore the
candidate should demonstrate the ability to communicate professionally and with tact both orally and in
writing. The incumbent must be able to handle confidential matters professionally. Proficient in WORD,
Excel spreadsheets and lotus notes email.
Applicants must be a U.S. citizen or eligible to work in the United States.
Federal benefits include paid vacation and sick leave, health, life, dental, vision and long term care
insurance plans; paid holidays and flexible benefits program for health care and child care
CONDITIONS OF EMPLOYMENT:
A background investigation including fingerprint and criminal record check will be conducted. Any
applicant selected for a position will be hired provisionally pending favorable suitability determination of
the background investigation.
INFORMATION FOR APPLICANTS:
The Probation Office reserves the right to modify the conditions of this job announcement or to withdraw
the job announcement, or to fill the position sooner than the closing date, if a closing date is shown, any
of which action may occur without any prior written notice. Due to the volume of applications received,
only applicants who are selected to be interviewed will receive a written response regarding their
application status. If a subsequent vacancy of the same position becomes available within a reasonable
time of the original announcement, the Chief may elect to select a candidate from the original qualified
applicant pool. The U. S. Probation Office is not authorized to reimburse candidates for interview or
Employees of the U. S. Probation Office are required to adhere to the Code of Conduct for Judicial
Employees. Judiciary employees serve under excepted appointments and are considered “at will” and
can be terminated with or without cause by the court. All information provided by applicants is subject to
verification and false statements or omissions of information on any application materials may be
grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed. This
position is subject to mandatory electronic fund transfer (direct deposit) for salary payment. Incumbent
will be subject to a six-month probationary period.
HOW TO APPLY:
Qualified persons must submit a letter of interest outlining qualifications and skills, a resume, official
college transcript and an AO-78, Application for Judicial Branch Federal Employment. (The AO78
application form can be found at: www.OKWP.uscourts.gov )
Application materials may be mailed or hand-delivered to:
U. S. Probation Office
Attn: Beth Cosper
Human Resources – Vacancy #15-12
215 Dean A. McGee, Rm. 201
Oklahoma City, OK 73102