Position Purpose

This position provides support to the operational needs of the Human Resources Department. Responsible for staffing of agency positions, recruitment, hiring/interview processes, follow up and maintenance of related documentation. Position will develop and implement orientations (new hire and benefit), as well as coordinate and develop new hire training materials. Position will be responsible to complete and maintain assigned personnel tasks/processes in accordance with Federal and State laws and Head Start performance standards. The HR Specialist acts as backup for the Human Resources Director in areas of consultation, training and dissemination of personnel related information to management, staff, policy council and other agencies.

Essential Job Responsibilities – Performance Indicators

Staff Recruitment, Hiring, Orientation and Training Processes

  1. Ensure timely recruitment utilizing a variety of recruitment tools and processes.
  2. Process applications to include screenings and final disposition of all applicants.
  3. Post all job openings via our web site and other media as appropriate. Notify OSEA Chapter 600 of job postings within timelines required via Bargaining Unit Labor Contract.
  4. Ensure that applicants receive appropriate responses and communication is recorded.
  5. Responsible for preparation of interview panels, materials and schedules, ensuring a parent representative is included, ensuring all on panel are trained in interview policy and procedures.
  6. Participate on interview panels as needed.
  7. Responsible to create & maintain current parent (interview panel) lists.
  8. Maintain archived files for applicants and (electronic) interview status.
  9. Verify that potential new hires have policy council approval, and Central Background Registry enrollment and maintain record of such.
  10. Contacting new hires to extend job offers and arrange new employee orientations.
  11. Ensure the timely review and follow up on required Central Background Registry, other certifications as required by law, agency policy and Federal Performance Standards at time of hire.
  12. Ensure the scheduling of job shadows, USDA, Bus Monitor and other pre-scheduled new hire trainings as needed by various positions.
  13. Ensure that schedules, materials etc. for orientations are prepared.
  14. Perform new hire orientations and miscellaneous trainings.
  15. Perform monthly new hire/re-class benefit orientations, coordinating with finance/payroll to ensure timely enrollments.
  16. Maintain benefit administration materials.
  17. Routinely update and monitor all substitute lists, (sub teacher, sub CFSW and Childcare Worker Lists) for accuracy of availability.

Personnel Records Maintenance

  1. Ensure staff personnel files and staff database, performing data entry and filing in a timely and accurate manner.
  2. Provide supervisors with requested information including new hire profiles, drop files for Child Care Division visits etc,
  3. Ensure that all confidential information (verbal and written) remains secure and that discarded/expired items are shredded.
  4. Assist with staffing functions which may include allocations, staffing assignments, change in status, issuing contracts licensing and processing retirements, resignations and leaves of absences.
  5. Respond to inquiries and requests for information.
  6. Correctly interpret and apply employee contracts and employee handbooks.

Miscellaneous Administrative Support

  1. Assist supervisors and staff with HR/personnel data, policy and procedure requests.
  2. Assist with special assignments to include data collection and preparation of various documents related to collective bargaining and grievance resolution documentation, Federal Program Information Report, State Reports, as well as other HR related matters.
  3. Perform other duties as requested by HR Director.

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

Minimum Qualifications:

  • A minimum of a high school diploma with additional college work or technical education pertinent to the position, Associates Degree or related degree and or a combination of certifications (SHRM) education and experience that meets the requirements of the position. Must be willing to obtain SHRM certification within two years from date of hire.
  • Minimum two years Human Resources experience, with emphasis in specialty area of recruitment, hiring and training.
  • Solid knowledge of Federal and State labor laws regarding personnel such as FMLA, ADA, OFLA, and EEOC.
  • Advanced computer skills, experience with Talent Ed Recruit & Hire, Microsoft Office, specifically Human Resource information system, e-mail and internet, with Excellent written and verbal communication skills.
  • To serve as a confidential employee with regard to all matters of business within the Human Resources Department.
  • To effectively work and communication with candidates, external agencies and agency personnel from diverse cultures and backgrounds.
  • Current enrollment in Child Care Division – Central Background Registry and must renew every 2 years

Physical/Mental Abilities and Processes

  • Frequent sitting for long periods using computer keyboard, telephone and other office machines.
  • Ability to work independently and maintain professional boundaries and confidentiality.
  • Strong organization and time management skills, ability to meet tight deadlines and work under pressure.
  • Regular standing to file documents, make copies, faxing etc.
  • High level of efficiency, accuracy and attention to detail.
  • Occasional lifting up to 25 pounds, stooping, bending standing and reaching.

Position information

  • 50 weeks per year
  • Supervised by Human Resources Manager

This job description was last updated on 09/07, 12/2009, 10/2012, 06/2015. 08/2021, 02/2023

Policy Council Approval 10/9/07; 06/09/2015

This job description was last updated on 08/11/2021. 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.

Because this position requires in-person work and is student and/or visitor facing, complete vaccination against coronavirus disease 2019 (also known as COVID-19) is required.

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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