Human Resources Specialist (51209)

JOB SUMMARY: The Human Resources Specialist supports the Human Resources Director in the administration, coordination, and oversight of the Kiowa Tribe's Human Resources programs, policies, procedures, and services. The position assists the Human Resources Director with the day-to-day operations of the Human Resources Department and serves as a key resource to Tribal leadership, directors, supervisors, and employees regarding employment practices, personnel matters, employee relations, recruitment, benefits, performance management, policy interpretation, and compliance.

 The Human Resources Specialist is responsible for ensuring that Human Resources activities are conducted consistently, professionally, confidentially, and in accordance with applicable Tribal laws, ordinances, policies, procedures, personnel regulations, federal requirements, and established Tribal practices.

This position may act on behalf of the Human Resources Director during periods of absence or when delegated and may exercise delegated authority over assigned Human Resources functions.

RESPONSIBILITES:

• Assist the Human Resources Director with the overall administration and management of the Human Resources Department.
• Assist in establishing, implementing, reviewing, and maintaining Human Resources policies, procedures, forms, and processes.
• Ensure HR practices are administered consistently across Tribal departments, programs, and branches, as applicable.
• Provide guidance to directors, supervisors, and employees regarding Human Resources policies, procedures, and employment-related matters.
• Assist with monitoring compliance with Tribal personnel policies, procedures, ordinances, resolutions, and applicable employment requirements.
• Maintain confidentiality of employee, applicant, investigation, medical, payroll, benefits, and other sensitive personnel information.
• Assist with the development of HR reports, management reports, workforce data, and other information as requested.
• Assist with identifying operational improvements and implementing efficient HR processes.
• Assist with HR audits, internal reviews, records management, and compliance activities.
• Assist with the administration of the Tribal recruitment and selection process.
• Assists with job postings, advertisements, applicant communications, interviews, reference checks, background investigations, and pre-employment requirements.
• Review position descriptions and recruitment materials for completeness and compliance with established requirements.
• Assist departments with developing interview questions, and other recruitment materials.
• Ensure recruitment documentation is maintained in accordance with HR procedures.
• Assist with extending conditional and final employment offers as authorized.
• Coordinate onboarding and pre-employment processes for new hires.
• Assist with monitoring vacancies and recruitment status throughout the Tribal Government.
• Participate in recruitment events, job fairs, outreach activities, and Tribal employment initiatives.
• Assist the Human Resources Director with employee relations matters, including workplace concerns, policy violations, performance issues, and employee complaints as delegated by the Human Resources Director.
• Provide guidance to supervisors regarding corrective action, counseling, performance improvement, and disciplinary procedures as delegated by the Human Resources Director.
• Assist with reviewing employee complaints and grievances in accordance with established Tribal policies and procedures as delegated by the Human Resources Director.
• Participate in employee meetings, fact-finding meetings, counseling sessions, and other employee relations matters as assigned.
• Assist with workplace investigations, including gathering information, conducting interviews, reviewing documentation, and preparing investigative reports as delegated by the Human Resources Director.
• Maintain appropriate confidentiality and impartiality during investigations and employee relations matters.
• Assist with ensuring corrective and disciplinary actions are documented and administered consistently.
• Escalate significant employee relations matters to the Human Resources Director.
• Assist with administration of the Tribal employee performance evaluation process in coordination with the Human Resources Director
• Monitor evaluation deadlines and communicate requirements to supervisors and employees.
• Provide guidance regarding performance evaluations, performance expectations, corrective action, and performance improvement plans as delegated by the Human Resources Director.
• Assist supervisors in addressing performance concerns and documenting employee performance as delegated by the Human Resources Director.
• Maintain appropriate performance management records.
• Assist with administration of employee benefit programs, including health, dental, vision, life insurance, retirement, and other benefits offered by the Kiowa Tribe.
• Assist employees with benefit questions, enrollment, qualifying events, changes, and related documentation.
• Assist with annual open enrollment activities and employee benefit communications.
• Coordinate with benefit vendors and third-party administrators as needed.
• Assist with administration and tracking of employee leave programs in accordance with Tribal policies.
• Review leave documentation and assist with resolving leave-related questions or discrepancies.
• Maintain accurate and confidential benefits and leave records.
• Assist with Human Resources functions related to payroll and employee compensation.
• Coordinate with Finance regarding employee status changes, new hires, terminations, promotions, transfers, pay changes, and other personnel actions.
• Assist with reviewing time and attendance records and resolving HR related discrepancies.
• Assist with maintaining accurate employee information in the Tribe's Human Resources/payroll system.
• Assist with ensuring personnel actions are properly authorized and documented before processing.
• Assist with administration and maintenance of the Tribe's Human Resources Information System (HRIS), including Paycom or other designated systems.
• Maintain accurate employee records, organizational information, supervisor assignments, compensation information, employment status, and other HR data.
• Assist with system updates, testing, reporting, implementation of new HR functions, and troubleshooting.
• Provide guidance and training to supervisors and employees regarding HRIS processes.
• Assist with ensuring HRIS information is consistent with approved organizational structures and personnel records.
• Oversee or assist with the maintenance of confidential personnel files and electronic HR records.
• Ensure personnel documentation is complete, accurate, organized, and maintained according to applicable retention requirements.
• Assist with processing personnel actions, including hires, promotions, transfers, salary changes, disciplinary actions, leaves, and separations.
• Assist with responding to authorized requests for personnel information.
• Ensure confidential information is disclosed only to individuals with a legitimate business need and appropriate authorization.
• Assist with maintaining required HR logs, reports, tracking documents, and compliance records.
• Assist with reviewing and updating Tribal HR policies and procedures.
• Assist departments with reviewing and updating position descriptions.
• Assist with ensuring position descriptions accurately reflect organizational responsibilities, minimum qualifications, essential functions, and reporting relationships.
• Assist with classification and compensation reviews as assigned.
• Monitor changes in Tribal organizational structure and assist with corresponding HRIS and personnel record updates.
• Assist with communicating changes to HR policies and procedures to employees and supervisors.
• Assist with identifying employee training and development needs.
• Coordinate or assist with employee training programs, workshops, orientations, and mandatory training.
• Assist with new employee orientation and onboarding activities.
• Creates the Employee Recognition program policy and implements the program with approval of the Human Resources Director.
• Develops a training schedule based on position category, certifications, grant stipulations and program requirements.
• Implements training program, and maintain HRIS system with employee training documentation.
• Schedules and coordinates training program
• Develop and distribute HR training materials and employee communications.
• Assist supervisors with training related to HR policies, employee relations, documentation, performance management, and supervisory responsibilities.
• Serve as Acting Human Resources Director when formally designated or delegated.
• Represent the Human Resources Department at meetings, committees, training sessions, and community or Tribal events as assigned.
• Assist with special projects and organizational initiatives assigned by the Human Resources Director or Tribal leadership.
• Perform other duties and responsibilities consistent with the position and as assigned.

QUALIFICATIONS:

• Bachelor's degree from an accredited college or university in Human Resources Management, Business Administration, Public Administration, Organizational Management, or related field.
• Minimum of six (6) years of Human Resources experience.
• Minimum of two (2) years of supervisory or leadership experience is required.
• Must possess demonstrated experience administering HR policies, employee relations, recruitment, benefits, personnel records, and/or performance management.
• Preferred Experience: Previous experience working in a Tribal Government or other governmental organization.

REQUIREMENTS:

• Must possess a valid drivers license and be insurable under the Kiowa Tribe’s motor vehicle policy.
• Must submit to and pass drug testing.
• Must submit to and pass a background investigation which reflects a positive moral character and no felony convictions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The position primarily works in an office environment but may require travel between Tribal facilities consisting of Carnegie, Anadarko, Hobart, Lawton and OKC, programs, offices, and other locations.
• The position may occasionally require attendance at meetings, training sessions, recruitment events, employee meetings, investigations, or other activities outside normal business hours.
• The position frequently handles confidential, sensitive, and emotionally challenging personnel matters and must maintain professionalism and discretion at all times.

Equal Opportunity Employer: The Kiowa Tribe does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

 According to the Kiowa Tribe Human Resources Policies and Procedures, the Kiowa Tribe recognizes Kiowa Preference first, other federally recognized tribes second and other races last.  

Indian Preference applies in accordance with Indian Preference Act of 1934 (Title 25, USC Section 472), BIA Form 4432, Tribal Identification or Certificate Degree of Indian Blood must be submitted with employment application to receive Indian Preference.