Human Resources Receptionist

POSITION TITLE: Receptionist 

CLASSIFICATION: Non-exempt  

DEPARTMENT: Human Resources 
SUPERVISOR:  Human Resource Director 

GRADE: NE2 

Position Summary: 

Under direct supervision of the Human Resources Director or assigned staff member, provides administrative support to the Human Resources Department staff. Answers incoming calls and directs callers and visitors to appropriate staff. Performs administrative tasks to support daily operations. Maintains professionalism in all interactions with internal and external customers. Maintains confidentiality of all privileged information. 

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive. 

Essential Duties & Responsibilities: 

• Greets clients, visitors, and guests; determines purpose of each person’s visit and directs or escorts him/her to appropriate staff or location. 

• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments. 

• Provides basic and accurate information in-person and via phone/email. 

• Receives, sends, sorts, and distributes daily mail/deliveries. 

• Files, photocopies, faxes, and scans documents as needed. 

• Reviews, uploads, and distributes employment applications; compiles hiring forms and assists with completion. 

• Adapts to stress levels that might be present during the work week in a professional manner.  

• Receives and accepts all incoming applications for advertised positions, ensures that all hard copy applications are logged in the system accordingly.  

• Works closely with HR staff to schedule candidates and rooms for interviews and maintain/update appointment calendar. 

• Processes invoices through Sage purchasing upon receipt.  

• Tracks office supply inventory and orders office and coffee supplies as needed. Ensures that coffee area is stocked, clean and ready for daily use. 

• Works with hiring departments on open positions, scheduling interviews, securing meeting location, and informing Hiring Committee of interviews via calendar. 

• Ensures the marquee is updated and reflects the company’s website. 

• Ensures the Personal Requisitions are completed accurately, obtains signatures for approval, scans and logs into spreadsheet. 

• Performs other work-related duties as assigned. 

Minimum Qualifications: 

High School Diploma or GED plus two-year(s) related experience; or equivalent combination of education and experience. Must obtain Notary Public credentials within six months of hire. Must be able to type at least 40 wpm and demonstrate proficiency in grammar, spelling, math, and filing. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation including a motor vehicle check.  Must possess and maintain a valid New Mexico driver’s license and be insurable under the Pueblo’s insurance.  

Knowledge, Abilities, Skills, and Certifications: 

• Knowledge of traditional form of government and pueblo customs and traditions.  

• Knowledge of applicable federal state, county and local laws, regulation, and requirements. 

• Knowledge of business English, proper spelling, grammar, and punctuation, and basic arithmetic. 

• Strong organizational skills including the ability to file paperwork and track workflow. 

• Ability to communicate effectively, both verbally and in writing. 

• Ability to multitask, problem solve; take initiative to make a decision in that moment. 

• Ability to maintain confidentiality. 

• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds. 

• Ability to understand the Keres language (preferable). 

• Ability to carry out instructions furnished in verbal or written format. 

• Ability to analyze situations and adopt appropriate courses of action. 

• Ability to handle multiple tasks and meet deadlines. 

• Ability to maintain a professional presence and demeanor.  

• Ability to work closely with the Finance department on supply orders and requests.  

• Skill in operating various office equipment, spreadsheets, and database software programs. 

Physical Demands: 

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee occasionally is required to stand and walk.  Ability to lift at least 25 lbs.  

Work Environment: 

Work is generally performed in an office setting with a moderate noise level.  Prolonged sitting is required on a regular basis.