Job Title: Receptionist
Department: Human Resources
Reports to: Human Resource Supervisor
Salary Grade: Associate Level
AAP Classification: Operative
FLSA Status: Non Exempt
Essential Duties and Responsibilities
This job description does not imply that these are the only duties performed. Employees occupying this position will be required to follow any other related instructions and to perform any other job related duties requested by their supervisor. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the employer.
Coordinate all front desk and reception duties relating to incoming phone communication, message preparation and distribution, guest reception, validation of guest credentials, and coordination with building occupants
Provide callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information
Receive, sort and forwards incoming mail, deliveries and packages; maintain and route publications
Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
Assist in the ordering, receiving, stocking and distribution of office supplies.
Assist with other related clerical duties such as photocopying, faxing, filing and collating
Respond to member calls regarding training or program registration and record registration information. Maintain training and program registration lists and database(s), and report on anticipated participation levels. Place calls to confirm registrations for training programs or remind participants of event details.
Store and inventory designated office supplies and publications and determine the need for replenishment
Type correspondence, reports, memoranda, envelopes, transmittals and similar documents from original notes, drafts or other data provided by others. Ensure that correspondence complies with established standards for grammar, punctuation, spelling and format. Maintain computerized and manual files, file data in member files and purge files as directed
Demonstrate core values of organization and serve as role model for all associates
Respond to internal and external HR related inquiries or requests and provide assistance or guidance
Maintenance and replenishment of employee self-service kiosk
Perform internal file audits and provide ad hoc/query reports for internal and external stakeholder validation and reconciliation, or general HR activity
Work with supervision in maintaining of EEO matrix and other reports (varying cadence)
Maintain records of personnel-related data (payroll, personal information, leaves, turnover rates etc.) in both paper and the database and ensure all employment requirements are met
Liaise with other departments or functions (payroll, benefits, production, vendors, etc.)
Support the recruitment/hiring process by facilitating background checks and coordinating drug and alcohol testing
Update and maintain employee communication boards
Schedule meetings, interviews, HR events etc. and maintain team agendas
Coordinate and assist with employee training sessions and seminars
Assist in ad-hoc HR projects, like collection of employee survey data
Maintain a safe and compliant working environment
Support coordination of employee activities, events and committees (safety, health and wellness, and social)
Support other functions as assigned and perform other duties as assigned
OTHER DUTIES MAY INCLUDE, BUT ARE NOT LIMITED TO
Perform or assist with any operations, as required or directed, to maintain workflow or respond to production requirements.
Attend and participate in a variety of meetings and training programs to integrate activities, communicate issues, obtain approvals, resolve problems and maintain a specific level of knowledge pertaining to changes to equipment or process, new developments, requirements, procedures and policies and assist with the training and orientation of new employees as directed.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Proven experience with an administrative position or front office management
HR knowledge or exposure is a plus
Strong ability in using MS Office (MS Excel and MS PowerPoint, etc.)
Outstanding communication and interpersonal skills
Ability to handle data with confidentiality and integrity
Excellent organizational and time management skills
Excellent phone etiquette, verbal and written communication
Able to work with minimal supervision
This job has no supervisory responsibilities
Education and Experience
High School Diploma or GED required
Minimum 1-2 years of administrative, employee support, or related experience and/or training; or equivalent combination of education and experience
Excellent verbal and written communication skills.
Possess exceptional interpersonal communication skills.
Ability to work independently on assigned tasks as well as to accept direction on given assignments.
Able to work collectively with the administrative team associates.
TOOLS AND EQUIPMENT USED
Computer and usual peripherals, folding machine and common office equipment.
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.