What are the responsibilities and job description for the Human Resources Front Desk Associate position at Montana State University?
University Human Resources is dedicated to supporting the university’s mission and strategic goals through effective leadership, guidance, and comprehensive administration in essential areas including classification, recruitment, payroll, benefits, and employee and labor relations.
Duties and Responsibilities
The Front Desk Associate is the first point of contact, providing essential administrative and customer support to Human Resources and our valued customers. This role involves answering phone calls, managing walk-in traffic, and guiding constituents to the right resources.
Reception Duties:
Reception Duties:
- Greet and direct clients, visitors, and guests.
- Answer, screen, and direct phone calls.
- Receive and distribute mail, documents, packages, and courier deliveries.
- Maintain a clean and organized reception area.
Human Resources Support:
- Log and process daily HR paperwork.
- Prepare informational packets.
- Retrieve data from archives.
- Assist with website maintenance.
Record Management:
- Scan documents into the EDM system.
- Perform basic filing and recordkeeping.
Compliance:
- Provide all necessary compliance-related services, including conducting on-campus I-9 verifications.
- Provide first-tier support to customers regarding benefits, payroll, and onboarding questions.
Required Qualifications – Experience, Education, Knowledge & Skills
1. Administrative Experience: Prior experience in administrative work with a demonstrably strong focus on customer service within an office setting or an equivalent combination of relevant education and/or experience.
2. Communication and Information Accuracy: Proven ability to effectively interpret and communicate complex information, procedures, and directions in written and verbal formats (in-person, telephone, and business correspondence) to various individuals.
3. Document Creation and Editing: Proven experience designing, writing, editing, and formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.
2. Communication and Information Accuracy: Proven ability to effectively interpret and communicate complex information, procedures, and directions in written and verbal formats (in-person, telephone, and business correspondence) to various individuals.
3. Document Creation and Editing: Proven experience designing, writing, editing, and formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.
4. Software Proficiency: Demonstrated competence in operating personal computers and various software applications, including word processing, spreadsheets, databases, presentations, email, and internet usage. Microsoft Office software is preferred.
Preferred Qualifications – Experience, Education, Knowledge & Skills
1. Experience working with multi-relational databases.
2. Knowledge of human resources policies and procedures.
3. Experience with website monitoring and maintenance.
2. Knowledge of human resources policies and procedures.
3. Experience with website monitoring and maintenance.
The Successful Candidate Will
Effective Communication and Interpersonal Skills:
- Possesses strong interpersonal, listening, and communication skills, enabling successful collaboration with faculty, staff, students, and applicants in person and over the phone.
Confidentiality and Discretion:
- Maintains high professionalism and discretion when handling sensitive and confidential situations and information.
Teamwork and Collaboration:
- Thrives in independent and collaborative work environments, effectively balancing individual tasks with team-oriented projects to foster a cooperative and productive work atmosphere.
Organization and Time Management:
- Possesses exceptional organizational and critical thinking skills, allowing them to prioritize and manage multiple simultaneous projects with dynamic and sometimes conflicting priorities while maintaining accuracy and meeting deadlines.
Attention to Detail and Accuracy:
- Demonstrates a commitment to accuracy and thoroughness in all work products.
Continuous Learning and Development:
- Identify human resources problems to identify weaknesses in a process. Provide clear solutions to improve the quality of that process.
- Exhibits a strong desire to expand knowledge, acquire skills, and actively seek new projects and challenges.
Professional Representation:
- Consistently represents University Human Resources with professionalism, a positive attitude, and a neat appearance, fostering a positive image across campus.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but as a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?
No
Posting Detail Information
Number of Vacancies
1
Desired Start Date
Upon completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on January 27, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
