Job Summary

Under the guidance of the Head Start Director and Human Resources Manager, The Human Resources Assistant aids with and facilitates the human resource processes at all Head Start locations. The HR Assistant makes certain plans, policies, and practices are administered in accordance with federal and state regulations and that any revisions are followed. This role provides administrative and clerical support to the HR manager and Head Start Content Area functions as needed, including record-keeping, file maintenance and data entry.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Essential Job Functions

● Attend pre-service, in-service, staff meetings, conferences, training sessions, and workshops as required by DHS Licensing, Federal Performance Standards or as assigned by the Head Start Director.

● Monitors Head Start/Early Head Start sites to insure adherence to Federal Performance Standards.

● Analyze assessment of staff training needs on an ongoing basis and development of training based on the assessment for small group, large group, and one-on-one settings.

● Expert knowledge in areas of current credentialing requirements and Early Childhood Education, Head Start Performance Standards, state education regulations, and Oklahoma Child Care Licensing Requirements.

● Responsible for extensive, regular and ongoing monitoring of program documentation to ensure component goals, objectives and compliance with all regulations are achieved in sites/program.

● Assists with program planning, development, and outcome reporting.

● Ability to exercise sound judgment in program monitoring of all applicable standards and regulations.

● Maintains compliance with all company policies and procedures

● Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments.

● Facilitates the hiring of qualified job applicants for open positions

● Conducts or acquires background checks and employee eligibility verifications

● Performs routine tasks required to administer and execute human resource programs including but not limited to benefits, leave, disputes, occupational health and safety, training, etc.

● Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; review policies and practices to maintain compliance

● Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.

● Implements new hire orientation; performs a range of support activities for new hire orientation, schedules physicals, verifies credentials, etc.

● Performs customer service functions by answering employees request and questions

● Completes Forms I-9, verifies I-9 documentation and maintains I-9 files

● Conducts audits of benefits, personnel charts or other HR programs and recommends corrective action

● Assists with processing of termination files

● Assists with the preparation of the performance review process

● Verifies employment history status, schedules interviews, or other screening requirements-check references of prospective employees

● Assists with recruitment, interview, and hiring process. Tracks status of candidates and responds with follow-up letters at the end of the recruiting process

● Makes photocopies; mails, scans and emails documents; and performs other clerical functions

● Files documents into appropriate employee files

● Assists and prepares correspondence as requested

● Prepares new-employee files

● Assists with preparation of government reports

● Preserves confidentiality of employee medical documentation and personnel files

● Assists in establishing and maintaining logs, filing and recordkeeping systems, and ensures that all relevant departmental records are complete, accurate, and up to date; performs data entry and maintains various computer databases, including ChildPlus and eDECA.

● Operates personal computer to enter data, edit, revise and print letters, tables, new hire reports, staff listings, E-Verify, background checks, Kronos, Business Central, and other reports and documents pertaining to personnel activities.

● Responsible for employee ID badges and teaching new staff how to access employee areas

● Assists with sorting, screening and distributing of incoming and outgoing mail, prepares photocopies and facsimiles, and operates a variety of office equipment.

● Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; review policies and practices to maintain compliance

● Must have the ability to effectively respond to and interact with all levels of staff.

● Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and exemplary customer service skills

● Excellent administrative, organizational and leadership skills and a flexible approach to managing tasks; ability to respond quickly to departmental concerns and questions.

● Compiles cumulative program data and prepares reports; establishes and maintains a current and accurate record keeping system.

● Identifies records that are incomplete and secures correct information.

● Provide training and technical assistance to staff, parents and community.

● Contributes to the enhancement and collaboration of community partnerships.

● Monitor development of and follow up on a regular basis the continuing education/professional development plan for each employee and the documented support and assistance provided in attaining goals.

● Monitor completion of 90 day, mid-year, and annual staff evaluations and supporting documentation including bus monitor observations twice each year and classroom teacher input for teaching teams.

● Knowledge in areas of public and community services.

● Be a contributory team member in a positive/productive manner.

● Assist with Self-Assessment and Strategic Planning as needed.

● Interpersonal skills necessary to maintain satisfactory working relationships in dealing with the public, programs, and community partners; maintain congenial and respectful relations with staff, children, families and community.

● Maintain confidentiality in regards to staff and family information.

● Maintain objectives and professional standards; must be a reliable employee with attendance, timeliness, and attitude to provide a positive and consistent relationship with the children and families served.

● Demonstrate knowledge of employment policies, performance standards, work plan and agency objectives.

● Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy.

● Presents a welcoming environment to the people we serve.

● Must complete all mandatory and required trainings, on-time, upon orientation and annually thereafter.

● Performs other program-related assignments as designated.

Knowledge and Skills

● Comprehend, analyze, and make inferences and references from written material.

● Must be able to articulate and model the mission, vision, and values of the organization.

● Must have a firm belief in recovery principles and practices.

● Commits to always act in the best interest of the agency.

● Interact professionally with other employees, guests, and the people we serve.

● Presents a welcoming environment to the people we serve.

● Must be able to provide trauma-informed, culturally competent, gender sensitive, and person-centered services.

● Work effectively as a team member on all assignments.

● Work independently and communicate / coordinate work efforts with colleagues and community partners, as necessary.

● Understands this position is a safety sensitive job where impaired performance may pose a direct threat to the employee, co-workers, clients, or property. An employee must be with clear mind and be diligent while occupying such position.

● Must demonstrate effective verbal and written communication skills with colleagues, the people we serve, and the community at large.

● Must be task and detail-oriented and possess effective time management skills.

● Applicable knowledge of best practices in relation to your job function.

● Must be able to effectively and efficiently utilize technology as it relates to your position.

● Must be able to demonstrate critical thinking skills, using logic and reason to identify solutions to problems as they arise.

● Must be able to demonstrate good judgment and decision-making ability in consideration of the costs and benefits of potential actions to choose the most appropriate.

● Must be committed to utilizing best practice methods to complete tasks.

● Must be willing to promote a team atmosphere and actively participate with the team.

● Must be willing to work non-traditional hours to complete projects, if necessary.

● Must participate in staff meetings, conferences, training sessions, and workshops as requested.

● Must adhere to the highest ethical standards set forth by the agency and, if applicable, your licensing board.

● Must demonstrate knowledge & applicability of federal, state and local laws, regulations, and standards as they apply to the services we perform. This includes HIPAA security and privacy laws.

● Must maintain all required certifications, licenses, and / or accreditations as needed to fulfill job requirements.

● Must be willing to accept evaluation of services performed and make adjustments accordingly and in a timely manner.

● Must complete all mandatory and required trainings, on-time, upon orientation and annually thereafter.

● Must be willing to provide in-service education / training for others, if asked.

● Must be willing to participate in the agency’s Performance Improvement / Quality Assurance program.

● Most be able to use our electronic record system. This work is repetitive, requires long periods of sitting and/or standing and typing and must be done daily.

● Must be willing to perform other duties as requested by your immediate supervisor or members of the agency’s Leadership Team.

● Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards

Qualifications

● Minimum of High School diploma or GED equivalent required.

● Head Start experience preferred.

● Degree in business or management preferred.

● At least 2 years of experience directly related to the duties and responsibilities specified.

● Must be able to talk, listen and speak clearly on the telephone

● Be an active member of Muskogee Area Human Resources Association (MAHRA)

● Must be able to drive a private vehicle or agency vehicle and possess a valid driver’s license, current vehicle insurance and pass a MVR.

● Must be able to move up to 50 pounds.

● Must be able to pass an OSBI background check.

Supervisory Relationships

The Human Resources Assistant works under the direction of and reports directly to the HR Manager, and works collaboratively with all Content Area Managers and Coordinators.

Job Type: Full-time

Pay: $14.50 - $15.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person