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Company Name : State of Washington Office of Financial Management
Location : Olympia, WA
Position : Human Resource Assistant
Job Description : Description
Note: This recruitment will remain open until we fill the positions. We reserve the right to make a hiring decision at any time, which is why it’s in your best interest to submit materials as soon as possible. We will review the first batch of applications on March 7, 2022, and will review additional applications each week until we fill the position.
Special Note: This position is exempt from civil service rules.
For more information, please see WAC 357-19-195.
What this job is about
As the Human Resource assistant, you will provide administrative support to our Human Resources team, mainly assisting the HR analysts and senior HR consultants. Your focus will be providing employee onboarding, records management and coordination, creating personnel related forms and letters, and supporting human resources programs and services.
OFM is a great place to work! Our mission is to support and improve government on behalf of all Washingtonians. As an employee of OFM, you will be part of a team of dedicated professionals who work every day to fulfill this mission by providing vital information, fiscal services, policy support and technology services that the governor, Legislature and state agencies need to serve the people of Washington.
We are a dynamic and high-performing agency that is responsible for a wide range of activities that are critical to the efficient operation of the state government enterprise. We are committed to supporting the growth and development of our employees and support the following values:
Fostering an environment of diversity, equity and inclusion. We strive to hire, cultivate and retain a competitive workforce that reflects the communities we serve.
Encouraging a healthy life/work balance by offering flexible/alternative work schedules, wellness activities, mobile arrangements and teleworking opportunities.
Making strides in modernizing our work environment by thinking outside the cubicle and providing workspaces that promote creative collaboration, drive efficiency, and best suit the important work we do.
Offering an Infants at Work Program to promote parent and infant bonding, parental well-being and healthy infant development. Depending upon job duties, work location and supervisor approval, eligible employees who are new mothers, fathers or legal guardians can bring their infant (six weeks to six months) when returning to work.
What you’ll be doing
Serve as the team’s point of contact for ‘general inquiry’ phone calls, visitors and stakeholders. Act as the first point of contact in the office to greet and help customers.
Onboard all new employees, provide forms, get personal information from new employee. Work with supervisors to make sure an employee has all their forms, SNAP/checklist are complete. Answer employee questions on first day expectations/forms. Liaison between new employee and onboarding divisions as they receive their equipment, badge, etc. Offer ongoing support throughout the with orientation process.
Conduct I-9 verifications and vaccine verifications.
Prepare responses to unemployment and workers compensation with guidance from HR consultant.
Support senior HR consultants with personnel related letters and prep them for signature from the approving or appointing authority. Make sure our HR documents and records are accurate. Help with other administrative tasks as needed.
Maintain and organize our physical and electronic files. This includes position files, personnel files, medical files, shared drive files, AIMS files, litigation hold requests/files, and other administrative files. Track specific documents and maintain spreadsheets, specifically NDAs, leave accrual statement of necessities, and Governor’s vaccine mandate reasonable accommodations.
Process weekly mail and faxes as they come in. Scan and send them to the HR consultant or analyst, if applicable. Save in appropriate folder or respond to it as necessary. Send outgoing mail.
Manage the agency organization chart and work with division administrative support personnel to make sure it is accurate and up to date. Help Governor’s office entities to make sure the organization chart is accurate.
Answer general questions sent to the OFM HR inbox. Look up rules, policies, procedures to provide accurate information and our most recent forms. Respond to emails to confirm you received them, forward emails to the appropriate contact.
What we’re looking for
Success in this position requires a person with strong organizational skills, coupled with a strategic mindset and ability to prioritize multiple projects efficiently. This professional will also bring self-awareness to their job and personal interactions and understand how their words and actions affect others.
Four years of administrative, clerical or secretarial experience.
One year of experience conducting HR/personnel related work, which may include being a HR liaison, member of talent acquisition efforts, HR professional, or administrative support in personnel areas.
Familiar with civil service rules and HR related policies.
Experience with records retention procedures and rules for state agencies.
Condition of Employment:
On Aug. 9, 2021, Gov. Jay Inslee issued Proclamation 21-14 (Download PDF reader) that requires all employees of executive cabinet agencies to be fully vaccinated with the COVID-19 vaccine before their employment. Pursuant to this mandate, you will be required to provide proof of vaccination as a part of the hiring process. Your vaccination status will be verified at New Employee Onboarding. Exemptions may be granted for religious or medical purposes.
How to Apply
Interested? We would love to hear from you. Click “Apply” at the top of this page to start your application (you can save the application and come back to it, if needed).
Please include the following along with your application:
Letter of interest that describes your specific qualifications.
Current resume that details your applicable experience and education.
List of at least three professional references with current telephone numbers.
We will directly contact the top candidates to interview for this position. Because we base our selection on the information you provide, it is in your best interest to identify the knowledge, skills and abilities that address the required and desirable qualifications we described above.
For questions about this recruitment or to request reasonable accommodation in the application process, please email Carlene Mealing-Baldwin at TalentAcquisition@ofm.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
The Office of Financial Management is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply. If you need accommodations or help in the application process, or who wish to receive this job announcement in an alternative format, you may call 360-725-0158 or dial 711 to reach the Telecommunications Device for the Deaf system.
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