Position Purpose: This position is responsible for the human resources activities of the program, including personnel files, ensuring orientation, and tracking of staff. This position is responsible for the smooth operations of an office and other duties related to HR administration, including answering phones, filing, etc. Performs all duties as required by the Program Director and/or HR Manager and other duties as assigned relating to the HR component.

Essential Job Responsibilities: 

• Sets up a system for establishing and maintaining a personnel file for every employee. 

• 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 Total Management Suite, Child Plus, Spreadsheets, etc.) on all employees with personal information as well as required training, certifications, and credentials.

• Tracks dates of health examination and tuberculosis test if applicable 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.

• Develops, provides and/or coordinates regular orientation training to all new staff using the New Hire Orientation Checklist.

• 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 Employee Handbook with assistance from and consultation with the HR Manager.

• Serves as the lead and key point of contact for the agency drug-testing program.

• Responsible for the timely completion of any Employee Recommendation Form, ensuring appropriate signatures.

• Regular and predictable attendance is a requirement of the job. 

• Develops procedures for and manages the receiving and distribution of incoming and outgoing mail, overnight, shipping, faxes, etc. Understands, generates, and documents in-kind and other allowable costs applied toward the non-federal share requirement.

• Attends all workshops and meetings as deemed necessary by the immediate supervisor.

• Attends all required staff and parent meetings and activities.

• Responsible for understanding Head Start Performance Standards and local childcare licensing regulations.

• Expected to be knowledgeable of the regulations associated with prevention of occupational disease and injury, including the exercise of universal precautions and the prevention of contamination.

• Positively promotes Head Start in the community.

• Becomes thoroughly familiar with MAP Head Start Employee Handbook: Human Resources Policies and Procedures, manuals and resources and adheres to them.

• Advises on appropriate personnel decisions and submits decisions as a recommendation to the program director or HR manager.

• Determines appropriate training needs to meet the program goals and objectives and makes the necessary recommendations.

• Develops and supports the professional development plan for staff supervised.

• Maintains strict confidentiality with respect to Head Start/Early Head Start children, families and staff in accordance with established policies and procedures.

• Monitors compliance with the Head Start Program Performance Standards.

• Develops, implements and/or maintains a plan and system of continuous ongoing monitoring and evaluation of activities within the program.

Location: Birmingham, Alabama 

Physical/Mental Abilities and Processes

• Ability to handle multiple tasks and to work with outside agencies. Ability to accurately enter and transmit information within established timelines. Ability to communicate effectively both verbally and in writing, and to work well with others in a team environment. Ability to represent Head Start/Early Head Start positively to the community and with parents and families at all times. Ability to learn and manage MAP HS human resources and/or office management systems.

• Ability to exhibit patience and tact when communicating with parents, staff, management, vendors, and the public.

• Travel by car, bus, airplane, or train may also be required associated with attendance at conferences, meetings, and other duties carried out at distant locations in and out of state, and in some cases, where some overnight travel may be required.

• Local travel in the middle of the workday will be required for the above as well as site visits. 

• The noise level in work environment may be moderate to loud.

• Must be available, as requested, for a variety of evening and weekend meetings as well as social and community events.