Administrative Assistant

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