Head Start Office Manager

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• 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 files 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 consistency 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) in the 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.
• Develops procedures for and manages the receiving and distribution of incoming and outgoing mail, overnight, shipping, faxes, etc.
• Develops and carries out procedures for general office systems, such as office building security, telephone system and messaging, in/out board, etc.
• Plans and oversees a system for maintenance of inventory records, insurance records, etc., along with the Program Director and/or immediate supervisor.
• Manages personnel files for every employee and volunteer. Program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, etc.
• Maintains office machines, computers, fax, copy machines, and office furniture in collaboration with the Program Director and/or immediate supervisor.
• Maintains office supplies.
• Manages program keys and key check‑out system, including tracking, sign‑out and return of keys in cooperation with the Program Director and/or immediate supervisor.
• Produces correspondence, reports, meeting minutes, agendas, etc. Provides word processing services and assistance on putting together a regular program newsletter.
• Supports Policy Council meetings, Health Services Advisory Committee and other committees in preparation, reproduction,…