Position Purpose
Supports the operational needs of the Human Resources Department, handling staffing for agency positions, recruitment, hiring processes, and maintaining related documentation. This role involves developing and implementing new hire orientations, coordinating and creating training materials, and ensuring compliance with Federal, State, and Head Start standards. The HR Specialist also serves as a backup for the HR Director, assisting with consultation, training, and dissemination of personnel information to management, staff, the policy council, and other agencies.
Essential Job Responsibilities – Performance IndicatorsStaff Recruitment, Hiring, Orientation and Training Processes
- Develop and implement recruitment strategies to build a consistent pipeline of qualified applicants, meeting organizational staffing needs.
- Ensure timely recruitment using multiple tools, including posting job openings on the agency website and other platforms.
- Notify OSEA Chapter 600 of job postings within the timelines required via Bargaining Union Labor Contract.
- Represent the agency at recruiting events.
- Oversee the entire application process, from screening to applicant disposition, ensuring timely responses and thorough documentation.
- Collaborate with the HR Assistant to evaluate applicants, schedule interviews, and prepare interview panels, ensuring inclusion of a trained parent representative.
- Participate on interview panels as needed.
- Ensure all interview panelists are trained in interview policy and procedures.
- Maintain archived files for applicants and track interview statuses.
- Verify Policy Council approval for potential new hires and confirm active enrollment in the Oregon Department of Early Learning and Care Central Background Registry.
- Extend job offers to selected candidates and coordinate onboarding details with managers.
- Routinely update and monitor all substitute lists, (sub teacher, sub CFSW and Childcare Worker Lists) for accuracy of availability.
- Provide monthly updates to OSEA Chapter 600 regarding newly hired employees and those changing positions in union-represented roles.
Personnel Records Maintenance
- Ensure personnel records are accurately maintained and confidential information is safeguarded according to organizational policies and state/federal regulations.
- Verify education requirements for licensing and complete documentation for regulatory compliance.
- Maintain accurate personnel files and staff databases through timely data entry and filing.
- Provide supervisors with new hire information as needed.
- Ensure confidentiality of all personnel information, including secure storage and shredding of expired documents.
- Assist with staffing functions including allocations, assignments, status changes, retirements, resignations, and leaves of absences.
- Respond to inquiries and requests for information.
- Correctly interpret and apply employee contracts and employee handbooks.
Miscellaneous Administrative Support
- Assist supervisors and staff with HR data, policy and procedure inquiries.
- Support special assignments, including data collection and document preparation for collective bargaining, grievance resolution, Federal Program reports, and state reports.
- Handle employment-related inquiries from applicants, employees, and supervisors, referring complex or sensitive matters as appropriate.
- Take notes during Joint Labor Management Committee meetings.
- Stay informed on HR trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.
- Perform other duties as assigned.
All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality.
Minimum Qualifications:
- Associate’s degree in Human Resources, Business Administration, or related field; HR certification (PHR, SHRM-CP) preferred. If not certified, SHRM-CP or SHRM-SCP certification must be obtained within two years of hire.
- 1-3 years of HR experience, with knowledge of employment laws and recruitment best practices.
- Bilingual in English and Spanish preferred.
- Proficient in Microsoft Office 365 (Outlook, Excel, Work)
- Strong organizational skills with the ability to multitask and prioritize effectively.
- High attention to detail and ability to meet deadlines.
- Team-oriented with clear, professional communication skills (verbal and written).
- Ability to handle sensitive information with discretion.
- Valid driver’s license, auto insurance, and reliable transportation to travel to various sites and recruitment events.
- Enrollment in the Oregon Department of Early Learning and Care Central Background Registry (CBR) prior to start date and maintain active enrollment, with renewal required every 5 years.
- Pediatric CPR & First Aid certified within 30 days of employment.
- Health Appraisal Questionnaire is required at hire and will be updated every two years.
Job-Related Knowledge, Skills, and Abilities:
Knowledge:
- Knowledge of Human Resources best practices, including recruitment, onboarding, and personnel management.
Skills:
- Proficiency in using HR management software such as MIP HR Management, Frontline Education, and ChildPlus, with strong Microsoft Office 365 skills.
- Strong written and verbal communication skills, particularly in interactions with diverse groups, including management, applicants, and external agencies.
- Effective organizational and time management skills, with an ability to prioritize tasks.
- High attention to detail in maintaining accurate personnel records.
Abilities:
- Ability to work closely with the HR team to manage HR processes effectively, including recruitment, onboarding, and record management.
- Strong collaborative skills, able to resolve staffing challenges and support HR operations with team members, managers, and directors.
- Ability to interact professionally with candidates, agency personnel, and external agencies from diverse backgrounds.
- Ability to handle sensitive information with a strong commitment to confidentiality.
Physical Abilities
- Frequent sitting for extended periods; frequent use of a computer, telephone, and other office equipment.
- Ability to type at a minimum of 60+ WPM with accuracy.
- Occasional lifting up to 25 pounds, with bending standing and reaching as needed.
Position information
- Non-Bargaining Unit (Confidential Position)
- Supervised by Human Resources Director
This job description was last updated on 09/07, 12/2009, 10/2012, 06/2015. 08/2021, 02/2023. 10/2024
Policy Council Approval 10/9/07; 06/09/2015. 11/2024
Head Start of Lane County EEO Statement.
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.
Management reserves the right to modify or assign additional duties and responsibilities to this role as needed. This job description may be updated at management's discretion to reflect changes in the role.
Job Type: Full-time
Pay: From $28.41 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
