Reception Operations Specialist
2 weeks ago
Position Title: Reception Operations Specialist - Contingent
Department: Human Resources / Talent Acquisition
Position Summary:
This role is accountable to the Human Resources Employee Relations and HRIS Manager, providing confidential administrative and secretarial support to the HR Management team. The position involves managing a high volume of incoming calls via the Avaya Soft console phone system, offering information to callers, relaying messages, and greeting visitors. This position operates under close supervision and encompasses a variety of tasks, requiring interaction with various departments and external vendors. The role demands frequent standing or walking, and overtime may be necessary.
Key Responsibilities:
1. Support the Manager and Senior Coordinator in organizing training sessions scheduled by the HR Department.
2. Access the Company Security Database to assign employee badges and coordinate various employee recognition gifts.
3. Serve as a backup for the HR Coordinator as needed.
4. Provide administrative assistance to the Human Resources Management team on an as-needed basis.
5. Prepare orientation materials for all companies supported by the organization.
6. Address inquiries and assist employees or direct them to the appropriate manager.
7. Prepare Length of Service Awards for recipients, including obtaining necessary signatures.
8. Maintain the phone list.
9. Process backup for the Monthly Carpool Program.
10. Execute additional duties as assigned, including filing for active and terminated personnel, resetting Kronos passwords, issuing temporary badges, and managing I-9 verification and E-Verify processes.
11. Prepare recruiting and candidate packets for the HR recruiting side.
12. Retrieve performance reviews and assist the Manager with various projects.
13. Support all HR staff members as required.
14. Update the shared Unemployment book with the HR Coordinator.
15. Process Employee Relations invoices and assist with social committee events.
16. Prepare New Hire Packets for the recruiting side of HR.
17. Schedule meetings and perform data entry tasks.
Qualifications:
Experience: 2 to 4 years of experience in performing secretarial duties and supporting multiple managers.
Required Skills:
- Exceptional organizational abilities
- Proficient computer skills
- Strong attention to detail
- Capability to manage multiple tasks
- Problem-solving skills and initiative
Preferred Skills:
- Some college education in areas such as English, Business Writing, or Business Management.
Education Requirements:
- High School Diploma
Certification Requirements:
- Administrative Assistant Certificate or equivalent is highly preferred.
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