Position Purpose

Performs a variety of skilled technical support for Human Resources and Operations staff and programs, including Oregon Registry online, site licensing, processing unemployment claims, employee evaluations and provides back up support to the areas of recruitment and selection, data management activities, employee relations, and/or other related technical support functions.

Essential Job Responsibilities – Performance Indicators

Unemployment, ORO, Staff Recruitment/Hiring and Orientation Processes

  1. Process employee unemployment claims.
  2. Responsible for follow up regarding performance evaluations, data entry, reports and updating agencies employee evaluation system. Works directly with Directors, Managers and Supervisors.
  3. Assist Operations Director with Oregon Registry online and site licensing.
  4. Review and follow up on required central background registry and other required certifications for new staff.
  5. Assist with employment application processes, materials.
  6. Assist with interview panels, phone calls, materials, schedules and applicant filing/tracking processes.
  7. Assist with orientation and new hire processes, preparing materials, contacting participants, reserving interview rooms, etc.
  8. Schedule job shadows, CACFP, Bus Monitor and other new hire trainings as needed by position.
  9. Assist with monthly new hire/re-class benefit orientations, scheduling contacts, etc.
  10. Assist with staff personnel files and staff database, performing data entry and filing in a timely and accurate manner.

Personnel Records Maintenance

  1. Areas of assignment may include but are not limited to: human resources information systems, employee relations, general human resources administration, organizational development and records management.
  2. Assist with providing supervisors with an employee profiles at time of hire and at evaluation periods.
  3. Maintains and updates accurate and timely record-keeping and database systems: assures inclusion of information from required sources and accuracy of records, applies applicable record systems processes and procedures; ensures confidentiality of employee data.
  4. Ensure daily filing of documents related to personnel records, i.e. grievances, feedback forms, performance reviews, Personnel Action Change Forms, certifications etc. ensuring that all confidential information remains secure and discarded/expired items are shredded.
  5. Monthly monitoring & follow up of status of staff requirements including Central Background Registry, CPR/First Aid certifications, Food Handlers Cards and Health Appraisals etc., relaying information to respective supervisors and staff.
  6. Assist with ORO for Child Care Division sites on annual basis.

Miscellaneous Clerical Support

  1. Provides technical support to and manages the assigned Human Resources activities. Follows assigned processes and procedure to ensure compliance with appropriate policies and legal requirements.
  2. Provides assistance and responds to inquiries and questions from applicants, mangers, supervisors, and employees; evaluates situations as to appropriate human resources policies, procedures, and processes.
  3. Conducts formal studies and projects relating to training, staffing and employment.
  4. Complies, evaluates, and organizes information and data for review, may conduct special reports or studies; maintains documentation and files in a confidential manner.
  5. Assists with scheduling interviews, processing hires in coordination with HR Specialist.
  6. Participates with Operations Director in the design, implementation, monitoring and maintenance of site licensing program.
  7. Participates in the development of licensing objectives and goals.
  8. Develops and reviews programmatic or operational licensing processes and procedures; makes recommendations for improvements; oversees the implementation of changes to processes and procedures; drafts, coordinates program or operation processes with external and internal system and activities.
  9. Develops licensing procedures, technical manuals, and forms as assigned; writes instruction manuals, describing procedures, and requirements, maintains HR website, writes project proposal descriptions, handbooks and program procedures.
  10. Assists with coordinating of programs, projects and personnel within specified timelines; may independently facilitate meetings and present information to groups.
  11. Provides HR Director support during meeting.
  12. Participants in training and development activities and present information to employee groups.
  13. Performs a variety of general office support duties as required in the assigned work area(s).
  14. Attends various training and development courses and programs in the Human Resource field. May represent the agency at task forces, committees, etc. as assigned.
  15. Assist with reception desk coverage daily.

All communications are potentially sensitive and are subject to the Head Start policy on confidentiality.

Minimum Requirements:

  • A minimum of a high school diploma.
  • Minimum one year clerical support experience in office environment with related duties of Human Resources and/or Early Childhood.
  • Bi-lingual English/Spanish skills preferred.
  • Strong computer skills including database, word processing, keyboarding and e-mail, internet knowledge.
  • Health Appraisal Questionnaire is required at hire and will be updated every two years.
  • At time of hire must be currently enrolled in Child Care Division-Central Background Registry and must renew every two years.

Knowledge, Skills and Abilities:

  • Ability to work effectively in a participatory team environment.
  • Considerable knowledge of paraprofessional and technical processes and practices in the assigned Human Resource area(s), along with knowledge of applicable regulations and legal requirements.
  • Ability to apply relevant established HR policies and procedures, and assist with the development of new policies and procedures.
  • Ability to effectively interface with individuals or groups of people representing various backgrounds and disciplines.
  • Ability to communicate clearly and effectively orally and in writing, including explaining policies, processes, and procedures to others.
  • Ability to interpret and apply program or departmental information in making work decisions or in providing information to others.
  • Ability to independently organize and prioritize work assignments and coordinate a variety of activities, with good attention to detail and ability to deal with conflicting priorities and deadlines.
  • Required to use considerable judgment in day-to-day situations, research and investigate problems and summarize findings

Physical/Mental Abilities and Processes

  • Ability to work independently.
  • Ability to communicate (verbal and written) effectively and appropriately with others, including the ability to maintain confidentiality.
  • Regular standing to file documents, make copies, faxing etc.
  • High level of accuracy and attention to detail.
  • Frequent sitting for long periods using computer keyboard, telephone and other office machines.
  • Occasional lifting up to 25 pounds, stooping, bending standing and reaching

Position information

  • 50 Week Position/with layoff weeks..
  • Supervised by Human Resources Director

This job description was last updated on 03/06, 07/08. 06/09, 7/13, 6/15
Policy Council Approval 04/11/00

Head Start of Lane County is an EEO Employer.