Personnel Assistant
The incumbent is responsible for assisting in the planning, organizing, administering, monitoring and evaluating of the Personnel Department in accordance with state, federal and Agency regulations and guidelines. The incumbent is responsible for the organization of files, maintenance of individual personnel records, ordering supplies, completing salary surveys and employment verifications, new hire orientations, payroll processing, and assisting with other areas of the department’s functional responsibilities.
QualificationsAt least an A.A. Degree in Business Management/Administration, Personnel/Human Resources, or a related field preferred, with two (2) years of experience in Personnel, Human Resources, and/or Office Administration. Experience in computer operation, office machine operation, accounting/payroll procedures, filing and general office procedures preferred. Must be able to communicate effectively both verbally and in writing. Must have knowledge of Excel spreadsheets, word processing, and database management. Applicants must pass a criminal background and Child Abuse Central Registry Check.
The essential functions include, but are not limited to, the following. Additional essential functions may be identified and included by the Agency.
Meets, greets, and escorts applicants to the Personnel Department in a friendly and professional manner; ensures all applicants sign-in on the Application Log.
Assists in disseminating job descriptions and staff performance evaluation instruments as scheduled
Inputs employee data into the COPA system for Head Start staff
Assists in conducting orientation for newly hired employees, to include enrollment for Agency’s benefits and Personnel Policies and Procedures, etc.
Answers routine inquires regarding employment verifications, benefits and job openings in accordance with the Agency’s policies and procedures
Receives and logs all job applications, and provides a report to the Personnel Director weekly.
Maintains employment applications forms, hard copies and web-site data.
Makes sure Personnel Policies & Procedures Manuals are available to provide to all staff
Maintains employee confidence and protects the agency by keeping personnel information confidential
Coordinates and maintains an effective and efficient office system, including data management and filing
Provides departmental support by entering, formatting, and printing information; organizing work; answering the telephone; scheduling appointments for job applicants; and copying large quantities of material
Prepares satellite files for newly hired Head Start Center staff within three (3) days of employment; contact appropriate Centers for pickup
Assists with typing personnel and training correspondences
Maintains files on all typed correspondences
Prepares and disseminates certificates to the Head Start Centers after each pre-service and in-service training; makes sure copies are placed in each employee’s personnel/training file
Distributes training forms and other materials to appropriate staff as required
Disseminates mail
Disseminates staff performance evaluation forms on an annual, semi-annual, and as needed basis
Orders supplies and maintains departmental inventory
Attends and participates in staff meetings and other Agency’s program and activities
Attends staff meetings, workshops, conferences and training sessions as required
Recruits volunteers and in-kind contribution
Performs other duties and assignments as directed by supervisor.
Recommended Skills
- Accounting
- Administration
- Business Management
- Communication
- Criminal Justice
- Data Management