Human Resources Assistant

Performs a variety of administrative and technical support for Human Resources department  including recruitment and selection, data management, employee relations, onboarding, compliance, employee benefits, and clerical support to maintain efficient HR operations. 

1. Assist with managing job application processes, including applicant tracking and follow-up.  
2. Schedule interviews, coordinate with candidates and panel members, reserve rooms, prepare interview packets, and complete reference checks to ensure the efficiency of recruitment efforts. 
3. Serves as backup to the HR Specialist in briefing panelist on interview expectations.   
4. Coordinate Policy Council involvement, including managing interview panel parent representative lists with Executive Assistant.  
5. Create and send Policy Council Hiring Approval list.  
6. Confirm new hires’ active enrollment in the Central Background Registry with the Oregon Department of Early Learning and Care and notify the operations department for proper staff linking.
7. Support the onboarding process by preparing necessary documentation and scheduling job shadows and new hire trainings. 
8. Assist in organizing and representing the agency at recruiting events alongside the HR Specialist.

1. Send technology requests to the IT department for new hires, reclassifications, transfers, and terminations, ensuring timely notifications. 
2. Maintain accurate and timely record-keeping in database systems, safeguarding employee data confidentiality.
3. Upload and securely archive personnel documents, such as applications, interview appraisals, disciplinary forms, and certifications. 
4. Ensure the secure disposal of confidential documents. 

1. Create and issue identification badges for new hires and current employees. 
2. Manage office supply ordering and maintenance, supporting daily operations. 
3. Respond to inquiries from applicants, managers, directors, and employees, applying HR policies, procedures, and processes as appropriate. 
4. Compile, evaluate, and organize data to prepare special reports as needed. 
5. Assist in coordinating programs, projects, and personnel within timelines; may independently facilitate meetings and present to groups. 
6. Participate in training and development activities; present to employee groups as needed.
7. Attend HR-related training courses and represent the agency at task forces, committees, or other professional meetings.
8. Familiarize with Employee Contracts and Employee Handbooks. 
9. Provide general office support and assist with other administrative tasks as assigned.
10. Support the HR Director as needed. 
11. Provide daily reception desk coverage as needed.

All communications are potentially sensitive and are subject to the Head Start policy on confidentiality.

• High school diploma or equivalent; college course work preferred.
• 1 year of administrative experience, preferably in human resources setting.  
• Strong organizational skills with effective multitasking and prioritization abilities. 
• High attention to detail and capability to meet deadlines.
• Team-oriented with clear, professional communication skills (verbal and written).
• Ability to manage sensitive information with discretion. 
• Proficient in Microsoft Office 365 (Outlook, Excel, Work).  
• Valid driver’s license, auto insurance, and reliable transportation for site visits and recruitment events. 
• Bilingual in English and Spanish preferred.
• Health Appraisal Questionnaire required at hire and updated every two years.
• 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. 

Knowledge:  

• Knowledge of Human Resources processes, practices, applicable regulations, and legal requirements. 

Skills:  

• Strong written and verbal communication skills. 
• Proven ability to organize, prioritize, and manage multiple tasks with attention to detail, handling conflicting priorities and deadlines effectively. 

Abilities:  

• Ability to work effectively in a collaborative, team-oriented environment while demonstrating independence and strong problem-solving skills. 
• Ability to apply established HR policies and procedures and contribute to their development. 
• Skilled in interpreting and applying departmental or program information for accurate decision-making and information sharing. 

• Frequent sitting for extended periods; frequent use of a computer, telephone, and other office equipment. 
• Ability to type a minimum of 60+ WPM accurately. 
• Occasional lifting up to 25 pounds, stooping, bending standing and reaching as needed.

• 52 Week Position
• Supervised by Human Resources Director

This job description was last updated on 03/06, 07/08. 06/09, 7/13, 6/15, 6/2019. August 2021. October 2024
Policy Council Approval 04/11/00. 6/09/15. 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. 

Are you able to perform all of the duties stated in the job description?

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