Job Summary:
The HR receptionist will assist with HR leadership to develop/administer practices and procedures that help ensure HR services are effective, efficient and in compliance with applicable regulations and company policies. Primary duties for this role include responsibilities in the following functional areas: Providing administrative support, acting as department receptionist, maintaining all personnel files, performing all administrative functions, assisting the public and personnel by answering questions, reviewing all forms and documentation, processing all forms and documentation for company personnel changes, handling the director’s calendar, monitoring the staff and payroll items, and completing other duties assigned within the HR office
Essential Job Functions:
• Provide Administrative support for 10-employee HR office by helping execute day-to-day operations at a business in order to keep office personnel informed and performing efficiently.
• Act as department receptionist by receiving all telephone calls and taking messages in order to maintain communication within the HR office.
• Maintain all personnel files of the company by closely monitoring activities and actions derived from personnel in order to assist the company by keeping accurate and detailed personnel files.
• Perform all administrative functions for the office personnel by providing all correspondences, office supplies, files, and requests to personnel in a timely fashion in order to maintain and assist the HR office in completing tasks.
• Assist the public and personnel by answering questions and giving responses in regards to company policies and procedures by conforming to company guidelines, policies, and procedures when answering all requests from public and employees in order to maintain an integral, viable, and responsible organization.
• Review all forms and documentation for company personnel changes in the HR office by monitoring files for resignations, hiring, terminations, and promotions in order to keep all company records of personnel accurate and up to date.
• Process all forms and documentation for company personnel changes in the HR office by processing the necessary data that includes resignations, hiring, terminations, and promotions in order to keep all company records of personnel accurate and up to date and maintain files for review process.
• Handle the director’s calendar for all activities by reviewing calendar daily to get times and dates of meetings and activities in order to keep the director on time for meetings, staff meetings and activities.
• Monitor the staff and payroll items for the HR office by reviewing and processing payroll items, reviewing staff times and submitting time for payment processing in order to keep the staff and employees compensated accurately for time worked.
• Complete other duties assigned within the HR office by communicating with the director or supervisor daily in regards to non-task assigned duties that may be necessary in order to keep the company efficient and maintain workflow and alleviate uncommon tasks.
Required Knowledge, Skills, and Abilities:
• Must have at least two years of administrative support experience, strong written, verbal, and interpersonal communication/conflict resolution skills and must handle all day-to-day activities professionally.
• Must have at least two years of experience with Cisco VoIP and Call Manager Software, extensive knowledge of multi-line and internet switched phone system, and must answer all calls with company ethics.
• Must have at least two years of administrative and personnel record keeping, in-depth knowledge of filing systems, and must maintain accurate files with integrity.
• Must have at least two years of coordinating coverage for the HR office, must have general knowledge of HR standards and competencies, and must communicate and maintain corporate facilities standard operating procedures
• Must have at least two years of excellent communication and problem solving skills, excellent judgment and sensitivity for dealing with confidential matters, and must maintain professional demeanor when answering all questions.
• Must have at least two years of advanced skills in Word, Excel and Outlook, manage sensitive and confidential matters and protect the security of information, data, and files, and must maintain up-to-date awareness of personnel changes and regulations.
• Must have at least two years of SAP and Citrix Software experience, strong knowledge of HR disciplines and practices, and must document all employee relations issues thoroughly and timely and update employee files.
• Must have at least two years of personal assistant training, working knowledge of business operations, office activities, and must maintain the director’s calendar in a professional and efficient manner.
• Must have at least two years of update and maintain ADP software for semi-monthly payroll processing intricate knowledge of payroll submission requirements, and must maintain the day-to-day payroll administration process and serve as initial contact for inquiries and issues related to payroll.
• Must possess at least two years of interoffice experience general knowledge of office supply, staff functions, and office events, and must exercise individual judgment when bringing issues to manager’s attention.
Education, Experience, Certifications, and Licenses:
• Associate degree OR two to five year experience in Human Resources. Two to three years ADP payroll software experience preferred.
• No certifications or licenses required for this position.
Environmental Factors and Conditions/Physical Requirements:
• Office climate-controlled setting, no outside work required.
• Must be able to lift up to 30 pounds on occasion (water bottle and file boxes).
Equipment and Tools Utilized:
• Personal computer, stapler, pens, and office stationary.