Recruiter and Administrative Specialist

Recruiter and Administrative Specialist

Watch Me Shine – Bangor, ME

$50,000 - $65,000 per year

If you believe in children, families, and the power of community, then you can make a difference!

The Recruiter and Administrative Specialist is a problem solver with excellent communication skills and attention to detail. They will have previous experience working in an office environment, performing administrative tasks, overseeing student medication administration, recruiting, basic HR process elements, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet challenging deadlines is essential to the position. The School Support Specialist should have a strong background in managing correspondence, maintaining office files, handling employee matters, and overseeing organizational goals while upholding best practices.

Recruiting and Applicant Management

• Review applications daily and identify qualified candidates for open positions.
• Conduct appropriate applicant screening, including social media reviews when permitted by company policy and applicable laws.
• Schedule interviews with applicants within the established recruitment timeline, ideally within 24–48 hours of application submission.
• Maintain accurate records of applicants, interview schedules, hiring decisions, and recruitment progress.
• Communicate professionally and promptly with applicants throughout the recruitment process.

Employee Files, Records, and HR Compliance

• Create, organize, and maintain personnel files, ensuring records are complete, accurate, secure, and compliant with applicable state and federal requirements and WMS policies.
• Ensure new employees are appropriately enrolled in ADP and that employee information is accurate and up to date.
• Maintain databases and tracking systems for interviews, staffing information, employee status, and rehire eligibility.
• Prepare quarterly wage and benefits comparison spreadsheets and reports to support staffing and compensation reviews.
• Ensure managers maintain appropriate documentation of employee relations matters, investigations, disciplinary actions, and other relevant personnel records.
• Maintain confidentiality and ensure personnel records are handled and stored in accordance with organizational policies and applicable privacy requirements.

Supervision Tracking and Documentation

• Monitor supervision records to ensure required documentation is completed accurately and submitted on time.
• Review submitted supervision forms for completeness and follow up on missing, incomplete, or inaccurate information.
• Scan and upload completed supervision documentation into the appropriate electronic files or recordkeeping system.
• Maintain and update the supervision log to track completed supervision, outstanding documentation, and upcoming requirements.
• Communicate promptly with supervisors regarding missing documentation, overdue submissions, and outstanding supervision requirements.
• Follow up consistently with supervisors to support timely completion and compliance with organizational policies and applicable requirements.

Certification and Training Compliance

• Monitor and maintain employee certification, licensure, credentialing, and training records to ensure compliance with organizational and applicable regulatory requirements.
• Track certification expiration dates, renewal deadlines, and required training completion.
• Notify employees and leadership of upcoming deadlines, expired credentials, and outstanding training requirements.
• Maintain accurate and up-to-date documentation of employee qualifications, certifications, and completed training.
• Assist with coordinating required training and follow up with staff to ensure timely completion.
• Monitor compliance with applicable training and credentialing requirements and communicate concerns or deficiencies to leadership.

Staff Accident and Incident Reporting

• Review staff accident and incident reports weekly to ensure appropriate documentation and follow-up.
• Identify recurring patterns, trends, and potential areas of concern and communicate findings to leadership as appropriate.
• Scan and upload incident documentation to the appropriate designated electronic record or client folder, in accordance with WMS procedures and confidentiality requirements.
• Maintain an accurate tracking log of reported incidents, including documentation status and any required follow-up.
• Follow up on missing documentation or outstanding action items to support timely resolution and accurate recordkeeping.

New Employee Orientation (NEO) and Onboarding

• Coordinate and maintain required New Employee Orientation (NEO) documentation, ensuring all onboarding records are completed and filed appropriately.
• Assist with planning, organizing, and setting up the NEO process, including preparation for Day 1 training and orientation activities.
• Schedule new employee onboarding and coordinate required administrative steps to support a smooth transition into the organization.
• Ensure new hires are enrolled in the appropriate payroll and employee management systems.
• Coordinate employee health benefit enrollment and termination of coverage, ensuring changes are processed accurately and in a timely manner.
• Support onboarding programs and processes for new employees and staff transitioning into newly promoted or reassigned roles.
• Monitor required training during each employee’s 90-day probationary period and follow up to support timely completion.
• Ensure required background checks and applicable pre-employment clearances are completed in accordance with company policy and applicable childcare regulations before employees begin work, as required.
• Support managers by providing guidance and recommendations on employee relations best practices, including effective communication, performance feedback, and addressing workplace concerns.

Community Partnerships and Outreach

• Develop and maintain positive relationships with community organizations, service providers, and local agencies.
• Identify opportunities to establish new community partnerships that support the organization’s mission and benefit the children and families served.
• Maintain ongoing communication with community partners to foster collaboration and strengthen professional relationships.
• Coordinate outreach efforts and collaborative initiatives with community organizations, as appropriate.
• Maintain accurate records of community partnerships, contacts, and collaborative activities.
• Represent WMS professionally in communications and interactions with community partners, promoting positive relationships and opportunities for continued collaboration.

MRTQ

· Register NEOs

· Collect certifications and file in employee folder

Scheduling Support and Backup

• Serve as backup to the Scheduler to ensure continuity of daily scheduling operations.
• Assist with managing and maintaining daily schedules, including assigning providers by hour to meet operational and service needs.
• Monitor scheduling needs and assist with adjustments to provider assignments as needed.
• Answer incoming phone calls, direct inquiries to the appropriate staff members, and provide professional and courteous communication with families, staff, and other callers.
• Communicate scheduling changes and relevant updates to appropriate staff members to support smooth daily operations.

Qualifications:

· Bachelor’s degree in business administration or a related field preferred

· Ability to write routine reports and correspondence

· Ability to speak effectively and demonstrate calm composure with staff and parents.

· Ability to interpret and complete a variety of instructions furnished in written, oral, or schedule form

· Ability to use Microsoft Office Productivity Software

· Pass an extensive criminal history check, and Office of the Inspector General

Benefits:

· Robust benefits package including health insurance, delta dental coverage, life Insurance, disability insurance, etc.

· Competitive paid time off (PTO) package and 9 company paid holidays.

· High Quality Supervision and Training Provided Regularly.

Our Vision

To be recognized nationally as a dynamic, highly specialized, child-centered early intervention program, empowering children to SHINE in all they do. 

Our Mission

To help children achieve their greatest potential by providing them with safe and supportive learning environments that respects their individuality and nurtures their capacity to engage in a broad range of social interactions and learning opportunities.

Please visit our website www.watchmeshine.net for more information about our program.

Watch Me Shine is an Equal Opportunity Employer

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: In person

Salary : $50,000 - $65,000