Human Resource Secretary (Seasonal)

Job Details

Description

Position Purpose

Position provides administrative, clerical, and operational support to the Human Resources (HR) Department. This role supports smooth HR operations by coordinating communications, maintaining accurate records, assisting with compliance related tasks, processing documents and forms, preparing correspondence, tracking HR activities, and ensuring timely follow through on departmental priorities. The HR Secretary serves as a primary administrative contact for employees and applicants, delivers high quality customer service, and helps maintain a professional, organized, and confidential HR environment related tasks, processing documents and forms, preparing correspondence, tracking HR activities, and ensuring timely follow through on departmental priorities. The HR Secretary serves as a primary administrative contact for employees and applicants, delivers high quality customer service, and helps maintain a professional, organized, and confidential HR environment.‑related tasks, processing documents and forms, preparing correspondence, tracking HR activities, and ensuring timely follow‑through on departmental priorities. The HR Secretary serves as a primary administrative contact for employees and applicants, delivers high‑quality customer service, and helps maintain a professional, organized, and confidential HR environment.

Distinguishing Characteristics

Inspire Development Centers provides early Childhood Education (ECE) and social services to approximately 3,000 children in a center-based and home-based setting, at more than 25 Child Development Centers (CDC) throughout the State of Washington. At these sites, Inspire employs approximately 900 staff on a $60 million annual budget. Inspire provides these services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Regional Early Head Start (REHS), Migrant Seasonal Head Start (MSHS), and the State of Washington’s Early Childhood Education and Assistance Program (ECEAP). The organization is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish. Over the past 40 years, Inspire has strategically and incrementally increased its capacity to address the rapidly changing needs of its families and communities.

Supervisory and Other Relationships

• The Secretary reports directly to the HR Director or designee and collaborates with HR Specialists, HR Managers, Program Directors, Center Managers, and other IDC personnel. Interacts with employees, applicants, vendors, and external agencies.
  
  

Examples Of Essential Duties And Responsibilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.

Administrative, Data, & Systems Support

• Serve as the first point of contact for HR visitors, phone calls, and inquiries; route questions to appropriate HR personnel.
• Process incoming and outgoing mail, interoffice deliveries, and distribute materials to HR team members.
• Assist in drafting, updating, formatting, and posting HR documents (correspondence, letters, forms, reports), purchase orders, including job descriptions, onboarding materials, and employee packets.
• Maintain HR department calendars, meeting schedules, and assist with coordination of trainings, conferences, interviews, and HR related events.‑related events.
• Assist with data entry, scanning, electronic uploads, and records updates in HR systems (e.g., UKG, payroll/benefits platforms, applicant tracking).
• Run routine reports as requested and support HR staff with gathering data for audits, program reporting, and metrics dashboards.
• Ensure accuracy and confidentiality of all information handled, in accordance with organizational policy and federal requirements.
• Support daily opening and closing procedures for the HR office, ensuring workspaces, systems, and equipment are operational and secured appropriately.
• Maintain HR storage areas, including organizing, tracking, and ensuring proper handling of archived files, materials, supplies, and confidential documents.
• Always maintain confidentiality of program and client related information.
  
  

Records Management & Compliance Support

• Maintain organized electronic and physical filing systems for HR records, including personnel files, forms, logs, and compliance documentation.
• Track and follow up on outstanding HR tasks, contract renewals, projects in progress, and required documentation (e.g., training logs, certifications, compliance deadlines).
• Assist with employment verifications, documentation requests, and correspondence related to L&I, unemployment, or immigration related requests.‑related requests.
• Support HR compliance functions by assisting with assembling documents, updating logs, preparing notices and ensuring document retention policies are followed.
  
  

General Support

• Provide exceptional customer service to employees, applicants, and supervisors.
• Participate in department meetings and contribute to improving processes and service quality.
• Perform other related duties as assigned to support HR operations.
  
  

Minimum Qualifications

Incumbents are required to demonstrate knowledge and abilities in these areas:

• High School Diploma or General Educational Development (GED) certificate, with one (1) to three
• years of experience in the performance of responsible secretarial and clerical work;
• Strong typing skills (55-60 wpm) with less than five (5) mistakes;
• Experience in policy and procedure process;
• Excellent communication and interpersonal skills;
• Excellent problem-solving and decision-making skills;
• Understanding of the interrelationships between services and systems;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Ability to gather data for reports;
• Strong customer service focus;
• Ability to work with culturally diverse population;
• Proficiency with personal computer, including Microsoft Office; and
• Accurate documentation and recordkeeping
  
  

These skills and abilities are typically acquired through a combination of education, experience and training. This combination will provide the competence to perform the work of the position.

Preferred Qualifications

• AA degree in Secretarial / Office
• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment, as well as English/Spanish usage, spelling, grammar, and punctuations.
• English/Spanish bi-lingual
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority.
  
  

Position Requirements

Incumbents Are Required To Have The Following

• Valid Washington State driver’s license;
• Proof of automobile insurance;
• Ability to travel to perform job duties and responsibilities;
• Must pass initial and periodic criminal and background check;
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment);
• Current First Aid / CPR cards; (suggested for Safety Committee Members within thirty (30) days of membership);
• Subject to initial and periodic TB screen;
• Subject to random drug screen;
• Must sign a Confidentiality Agreement; and
• Must complete and sign a Conflict of Interest Disclosure Statement on an annual
  
  

Benefits Information

A summary of benefits associated with this position can be found at https://inspirecenters.org/careers/. Temporary employees are not eligible for benefits.