Position Purpose

Performs a variety of skilled technical support for Human Resources staff and programs, employee evaluations and provides back up support to the areas of employment recruitment and selection, data management activities, employee relations, and/or other related technical support functions

Essential Job Responsibilities – Performance Indicators

Staff Recruitment/Hiring and Orientation Processes

  1. Responsible for follow up regarding performance evaluations, data entry, reports and updating agencies employee evaluation system. Works directly with Directors, Managers and Supervisors.
  2. Review and follow up on required central background registry and other required certifications for new staff.
  3. Responsible for interview panels, phone calls, materials, schedules and applicant filing/tracking processes.
  4. Assist with orientation and new hire processes, preparing materials, contacting participants, reserving interview rooms, etc.
  5. Assists with scheduling of job shadows, CACFP, Bus Monitor and other new hire trainings as needed by position.
  6. Assist with monthly new hire/re-class benefit orientations, scheduling contacts, etc.
  7. Assist with staff personnel files and staff database, performing data entry and filing in a timely and accurate manner.
  8. Responsible for working with Executive Assistant in creating and maintaining current parent Interview Panel lists.
  9. Responsible for creation of Policy Council Hiring Approval lists.

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

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. Assists with coordinating of programs, projects and personnel within specified timelines; may independently facilitate meetings and present information to groups.
  7. Provides HR Director support during meeting as needed.
  8. Participants in training and development activities and present information to employee groups.
  9. Performs a variety of general office support duties as required in the assigned work area(s).
  10. Attends various training and development courses and programs in the Human Resource field. May represent the agency at task forces, committees, etc. as assigned.
  11. Become familiar with Employee Contracts and Employee Handbooks.
  12. 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

  • 52 Week Position/with layoff weeks.
  • Supervised by Human Resources Manager

This job description was last updated on 03/06, 07/08. 06/09, 7/13, 6/15, 6/2019. August 2021
Policy Council Approval 04/11/00

This job description was last updated on 02/14/2023. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

Head Start of Lane County is an EEO Employer.
Head Start of Lane County is an Equal Employment Opportunity Employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Are you able to perform all of the duties stated in the job description?

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