Administrative Assistant Human Resources
Community Development Institute Head Start
Tahlequah, Oklahoma, United States
Job type: fulltime
Job industry: Administration
Administrative Assistant Human ResourcesLocation:Tahlequah OK Pay Period: BiweeklySalary Based on Qualification: Weeks per Year: 52Hours Per Week: 8IMMEDIATE SUPERVISOR: HR Supervisor GENERAL SUMMARY: This position is responsible for the human resources activities of the program including personnel files, ensuring orientation and tracking of staff. This position also performs all duties as required for the smooth operation of an office and other duties including greeting visitors, answering the telephone, taking and distributing messages , picking up and distributing mail, typing, word processing, faxing, and other clerical duties. PRIMARY RESPONSIBILTIES: Ensures that each file includes current criminal record checks that are clear for all employees and regular volunteers. Assists with interviews by contacting interview team members, as requested, ensuring forms and space are available.Schedules appointments for job applicants, prepares interview packets and materials, to support hiring lead. Responsible for new hire paperwork and ensuring that there is an orientation. Responsible for filing job jackets with posting/advertisement, applications and screening materials for all new positions filled. Keeps up to date staff spreadsheet (or database such as ADP, Child Plus, etc.) on all employees including name, job title, status (temporarily, part-time), date of hire, date of termination, required trainings, certifications and credentials. Tracks dates of health examination and tuberculosis test and/or screening ensuring all staff remain current. Tracks individual professional development plans and performance evaluations for each employee. Maintains health-related personnel information for each employee in a separate personnel file folder and in a separate drawer/cabinet than that holding the other personnel files. Maintains information regarding where employees may go to apply for unemployment compensation during summer furlough. Reviews and knows the agency employee recruitment and selection procedures to ensure consistence and compliance with EEO, legal hiring and internal policies and procedures. Uses the CDI Head Start Daily Desk Reference (DDR) as a guide including hiring and termination information . Ensures that continuing education needs of staff are met by meeting periodically with all supervisory staff and reviewing employee needs as indicated on the personnel tracking spreadsheet. Assists the staff member responsible for Education Services in tracking waivers, letters of acknowledgement and CDAs. Solicits parents and guardians of enrolled and past enrollees of Head Start/Early Head Start for employment. Provides training, assistance and information to employees regarding interpretation of the CDI HS Employee Handbook with assistance from and consultation with the HR Manager and CDI NIC HR/Legal as needed. Responsible for timely completion of any Payroll Change Notification, ensuring appropriate signatures. Receptionist Answers telephones in a courteous, helpful manner at all times and take messages or forwards calls as appropriate. Greets public and visitors, notifying individuals of visitors presenting for meetings and interviews. Opens and distributes incoming mail to appropriate individuals. Prepares outgoing mail. Responsible for faxing out and receiving faxes, distributing and/or notifying individuals of faxes in a prompt manner. Follows procedures for general office systems, such as office building security, telephone answering and messaging, faxing, etc. Follows system for maintenance of: program forms, office machines, computers, fax, copy machines, office furniture, office supplies, and general office upkeep and organization. Supports other office staff in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports and other information. Assist with meeting logistics, such as child care arrangements, snacks, and room set-up. Provides logistics and materials preparation support for staff meetings, training and other events. EDUCATION AND EXPERIENCE: Minimum requirements are a high school diploma or GED with some relevant experience in human resources and/or secretarial functions. AA degree or higher in related field preferred. CDI HS is an equal opportunity employer.