Head Start Office Manager

This position is responsible for the human resources activities of the program including personnel files, ensuring orientation and tracking of staff.  Performs all duties as required by the Program Director and/or immediate supervisor and other duties as assigned relating to the administrative component including, policy and procedure updates, typing, word processing, faxing, acting as receptionist and other clerical duties.

 DUTIES AND RESPONSIBILITIES OF THE POSITION

Duties of the position are described in major functional areas listed below.  Additional duties may Be assigned.

HUMAN RESOURCES

• Sets up a system for establishing and maintaining a personnel file for every employee. 
• Works with the Fiscal Manager to ensure that files are complete and up to date.  Ensures that file include 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, etc., to support hiring supervisor.
• 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.
• Responsible for setting up hiring files for hired employees.
• Keeps up to date staff checklist on all employees including name, job title, status (temporarily, part-time), date of hire, date of termination, required trainings, certifications, credentials, etc.
• 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.
• Determines, through communication with local unemployment office, the conditions under which employees on summer layoff may be eligible for unemployment compensation benefits.  Provides necessary information on behalf of MERIDEN YMCA to support application for unemployment compensation benefits during summer layoff to the employee or local unemployment compensation office.
• Reviews and knows the agency employee recruitment and selection procedures to ensure consistence and compliance with EEO, legal hiring and internal policies and procedures.
• Uses the MERIDEN YMCA Hiring and Termination Manual. 
• Stays up-to-date on federal, state and local regulations on labor laws, Fair Labor Standards Act, Americans with Disabilities, Family Medical Leave Act and other regulations pertaining to personnel.
• Coaches, counsels and arranges for training of employees (supervisory and non-supervisory), as appropriate, in implementation and management of Human Resources policies and procedures, such as leave policy, benefits, performance appraisal process, employee discipline, etc. 
• Develops and provides regular orientation training to all new staff. 
• Ensures that continuing education needs of staff are met by meeting periodically with all supervisory staff and reviewing employee needs.
• Evaluates and manages strategies and processes to attract and retain employees.
• Solicits parents and guardians of enrolled and past enrollees of Head Start for employment.
• Provides training and technical assistance and information to employees regarding interpretation of agency human resources and procedures.
• Serves as the lead and key point of contact for the agency criminal records check procedure program.

SECRETARIAL

• Develops procedures for and manages the receiving and distribution of incoming and out-going mail, overnight, shipping, faxes, etc.
• Develops and carries out procedures for general