Front Desk HR Assistant

JOB SUMMARY

Join our Human Resources team as the welcoming face of our department!

This position provides essential administrative support to HR staff while delivering exceptional customer service to employees and citizens. This role requires a high level of competence in customer service and attention to detail. As the Front Desk HR Assistant, you'll play a vital role in ensuring smooth operations and positive first impressions, with opportunities to develop expertise across multiple HR functions

ESSENTIAL JOB FUNCTIONS:

• Attends the Human Resources Reception desk to receive customers.
• Greet all visitors in a kind and courteous manner.
• Comfortability with a significant portion of work including interpersonal interaction.
• Notify COA staff in a timely manner that a visitor has arrived.
• Correct routing of phone calls to COA staff
• Calendar management, scheduling a wide range of events and venues.
• General office support: office supplies ordering, restocking, and mail pickup
• Personnel file maintenance (electronic and physical)
• HR Department Support: HR contact lists, door access, technical support
• HRIS data entry for HR-related personnel actions
• Performs pre-employment processing and follow-up procedures.
• Employment verifications
• Administration of all activities related to employee IDs (badges)
• Scheduling and administrative maintenance of Language Proficiency Testing
• Careers e-mailbox maintenance, HR e-mailbox maintenance
• Process new hires through their required HRIS onboarding tasks.
• Conduct research, gather, compile, and summarize data for special projects, as needed, including independent creation of presentations and graphs.
• Organize and expedite the flow of work, which includes answering various types of inquiries, initiating follow-up action, escalating customer concerns, and communicating supervisor's instructions or desires to various individuals and/or departments utilizing a thorough knowledge of departmental operations.
• Other duties as assigned.

OTHER JOB FUNCTIONS:

• Special projects assigned to aid all Human Resources divisions
• Attend meetings to act as scribe for those in attendance.

MINIMUM QUALIFICATIONS:

• Knowledge of office and administrative practices and procedures.
• Skill in using PC Software including current Microsoft Office Suite of applications.
• Skill in communicating professionally and tactfully with other city employees and the public by oral and written means.
• Skill with organization and attention to detail.
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
• Ability to work independently under general instructions.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to operate various office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to prioritize deadlines and tasks.
• Ability to learn new systems and procedures quickly.
• Ability to plan, organize, monitor, and collaborate with internal and external stakeholders to accomplish unit objectives.
• Ability to understand mathematical calculations involving fractions, percentages, and decimals.
• Ability to work within a set schedule.
• Ability to learn cloud and application-based software quickly.
• Ability to quickly operationalize instructions to produce required outputs.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills, both written and verbal.
• Strong analytical and problem-solving skills.
• Ability to prioritize and work independently.
• Ability to maintain confidentiality.
• Strong attention to detail and ability to work accurately.
• Strong customer service skills.

Qualifying Education and Experience:

• High School diploma
• 2 or more years in a customer-facing role

PREFERRED QUALIFICATIONS:

• Human resources policies and procedures.
• HRIS systems

Preferred Education and Experience:

• Two or more years in a customer-facing role, preferably in an office / professional setting
• Bachelor's degree in Human Resources, Business Administration, Public Administration, or related field required.