Human Resources Receptionist

Job Title: Human Resources Receptionist

Department: Human Resources

Reports To: Human Resources Manager

FLSA Status: Non-Exempt

Wage Range that the Company Expects to Pay: $23.00 - $25.36 per hour

SUMMARY

Under the direct supervision of the HR Manager, the HR Receptionist plays a key role in supporting the HR department by handling reception duties, managing incoming calls, and greeting both employees and visitors. The Receptionist ensures a welcoming, organized, and well-maintained environment for all. In addition to front-office responsibilities, this role supports the HR team with various clerical tasks and administrative activities. Strong organizational skills, attention to detail, and a commitment to maintaining confidentiality are essential in this position, as the HR Receptionist will handle sensitive HR-related matters with professionalism and care.

It is the primary purpose of CHCCC to provide the highest quality of health care possible to the patient population it serves. Such a level of quality depends ultimately on the staff's desire and ability to work together, individually and as a team. The employee is expected to be professional, punctual, maintain regular attendance, cooperative, organized, enthusiastic at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Additional duties may be assigned with or without prior notice.

Provides reception support within the HR Department, including handles incoming phone calls, addresses general inquiries, directs callers to the appropriate team member.

Welcomes employees and visitors to the HR Department and directs them to the appropriate team member.

Takes and delivers messages for various team members.

Provides corporate office reception support as needed, including greeting visitors and directing them to the appropriate personnel.

Ensures the HR Department area is organized and presentable, and maintains a welcoming environment for employees and visitors.

Responds to basic HR-related questions and inquiries, provides assistance as necessary.

Receives, sorts, and distributes interoffice and external mail. Prepares shipping labels for certified mail, FedEx, etc.

Monitors and maintains the inventory of office supplies, placing orders as needed for HR-related materials.

Provides clerical support, including photocopying, faxing, filing, and collating documents.

Stocks snacks and supplies by coordinating grocery store trips as required.

Manages food orders and pickups for meetings, orientations, and training sessions.

Schedules and arranges conference rooms for meetings and events.

Plans and coordinates department events and activities.

Prepares materials for department meetings and records meeting minutes.

Maintains and organizes personnel files, including filing, archiving, and copying documents ensuring they are kept in an organized and secure manner.

Provides administrative support to the Human Resources team, including data entry, generating ad hoc reports, ordering marketing materials, and updating the Portal and shared drive as necessary.

Tracks employee annual physicals, and sends reminder emails to employees.

Assists with the coordination of employee recognition programs, such as the CARES program and sending out birthday and anniversary cards.

Responds to inquiries regarding identification badge replacements and apparel orders.

Assists with the onboarding process for new hires by preparing materials and facilitating new hire orientation sessions.

Conducts corporate building tours for new hires during orientation.

Maintains records of staff training materials and updates personnel files accordingly.

Coordinates the involvement of externs, volunteers, and residents, including preparing onboarding packets, updating the new hire spreadsheet, and coordinating with relevant stakeholders to ensure a smooth onboarding process.

Assists with employment verification requests as needed.

Reviews vacation buyback requests and ensures forms are completed before submission to Finance.

Performs other duties as assigned.

Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPETENCIES

To perform the job successfully, an individual should possess excellent communication and interpersonal skills, with the ability to engage professionally with employees and visitors. Strong organizational skills are essential for managing multiple tasks simultaneously, including answering calls, handling inquiries, and maintaining accurate records. Attention to detail, confidentiality, and discretion are critical when handling sensitive employee information. The ability to remain calm under pressure and demonstrate a customer-service-oriented attitude is also important in ensuring smooth operations within the HR department.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent is required. An Associate’s Degree in Human Resources, Business Administration, or related field is preferred. Minimum of 1-2 years of experience in a receptionist, administrative, or customer-service role is required.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply sound judgment in understanding to carry out instructions in written or oral form. Ability to make appropriate job decisions following standard office policies and past precedents.

COMPUTER SKILLS

Experience with word processing, spreadsheets, email, and keyboarding required. Microsoft Office skills required. Google Suite skills preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Possession of current, valid, unrestricted California Driver's License (Class C) required.

OTHER REQUIREMENTS

Required to pass a criminal history background check and drug screen upon hire. Annual health examination; annual Tuberculosis skin test clearance or chest x-ray; proof of immunity to MMR, Varicella, and Hepatitis B; proof of Tdap vaccine; during current flu season, must provide proof of influenza vaccine or a signed declination form. If declined, a flu mask is mandatory during flu season. Health screening requirements are subject to change based on CDC recommendations and federal, state, and/or local public health ordinances.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is primarily a sedentary role; however, filing and organizing documents are required. This includes the ability to lift and carry files, open filing cabinets, and bend, stoop, or stand as necessary.

WORK ENVIRONMENT

Moderate noise level associated with open office work environment. Driving will be required for this position.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.