Location: Lansing,MI, USA
CACS Head Start is now hiring a full time Administrative Assistant to the Professional Development & Human Resources department. It is a full year position, and the rate of pay is $20.86 per hour.
Job Summary
Provides administrative support for the Professional Development Manager and the Human Resources Generalist.
Organizes, coordinates, and maintains records related to Head Start Program staff training, certifications, and professional development. Ensures that tasks are completed efficiently and in compliance with Head Start Performance Standards and Michigan Child Care Licensing Rules.
Qualifications
Education:
High school diploma or the equivalent is required
CDA or Associate's Degree in ECE/related field preferred
Associate's degree in Human Resource Administration/Management or Business is preferred
Experience:
One year of related clerical work required
One year of Human Resources Department administration experience preferred
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Experience managing multiple tasks, prioritizing, and meeting deadlines
Customer service-orientation and experience working collaboratively
Professional Development related administration
Onboards new staff members by organizing orientation materials and conducting new hire orientation
Manages the department's calendar, ensuring timely reminders and preparation for professional development events
Handles departmental correspondence including emails, memos, and letters
Learns and uses database systems including Child Plus, ECLKC iPD, and MiRegistry
Enters and maintains up-to-date records of staff training, certifications, and professional development progress in databases and spreadsheets
Establishes, maintains, and revises record-keeping and filing systems; classifies, sorts, and files correspondence, records, and other documents
Assists with scheduling and coordinating meetings, workshops, and training sessions, answering questions and coordinating training schedules
Assists in monitoring staff credentials, compliance plans, pathway plans, and tracking credentials
Tracks deadlines for staff certifications, renewals, and required training hours
Coordinates with external trainers and vendors for training sessions, including booking venues and tracking expenses
Helps with registration logistics for internal training programs, webinars, or conferences
Assists in monitoring staff progress in meeting their professional development goals, including CDA credentialing and other certifications
Creates flyers, spreadsheets, and power point presentations
Uses program database to generate reports related to the professional development department
Human Resources related administration
Assists with entering new employee data into the HRIS
Completes newly hired employees I9 Form and E-Verify
Helps candidates through the pre-employment requirements (Drug testing, Finger Printing, TB testing, Physical) Conducts reference checks
Assists with workers' compensation claims as needed. Receives injury reports from staff, authorizes and monitors medical treatment, and submits claims to insurance company
Assists in monitoring medical and personal leave requests, including tracking dates of leaves and responding to questions concerning leaves, including FMLA
Establishes a personnel file for each new hire, making sure the required information is in the file ready for review by the Head Start Policy Council. Maintains personnel and medical files
Coordinates the volunteer and intern process by running background checks, maintaining volunteer and intern files containing TB tests, background checks, acknowledgements of receipt of policies and procedures, and child abuse and neglect statements
Assists with daily employee needs/concerns such as answering employee questions, writing employee letters for verification of employment, etc.
Assists with posting open positions
Provides a variety of clerical tasks to the department, such as filing, scanning, shredding
Attends career fairs as needed, creates fliers for open positions
Recruits for open positions by posting them on Handshake, Miworks, and other platforms
Creates policy council files and licensing files for new employees
Creates employee name badges
Files all documents in the file room, scans separated employee files into Child plus
Helps ensure all staff have the degree/credentials required for the position they were hired to perform or transferred into
Helps with creation of annual return from summer lay off letter
Assists with other duties as defined and/or requested by the Human Resources Generalist or Head Start Program Director
Monitors the LARA (Licensing and Regulatory Affairs) system to make sure employees are connected to the correct work location
Serves as a backup to the Human Resources Generalist and Professional Development Manager at Policy Council meetings, Administration meetings, Supervisor meetings, or Training and Technical Assistance meetings
Serves as a backup to the Human Resources Generalist or the Professional Development Manager as needed for day-to-day operations