HR Administrative Receptionist

Goodwill North Central Texas•Fort Worth, TX

12d•Onsite

About The Position

Operate the Agency’s central phone system, answer and transfer calls, greet and receive callers/visitors, notify and direct clients/visitors to proper staff. Keep track of callers on hold and visitors in the lobby, providing follow-up needed to ensure everyone is greeted and assisted in an orderly and timely manner. Maintain the Goodwill Employee Phone List located in Microsoft Outlook to ensure extensions are accurate and align with the Elevate phone system. Maintain professional appearance and demeanor in order to make a positive impression on all visitors, which include clients, board members, employees, and the general public. Maintain a high awareness that this position is one of being a front-line representative of the Agency and has a high impact on the Agency’s brand and reputation. Provide general Company, event and program information (ex: North Texas Institute Training) to visitors and/or refer them to proper staff to answer questions. Partner throughout the Company to maintain accurate contact information for ongoing services, programs, and phone extensions for routing callers. Follow Company safety procedures related to building security and visitors, deliveries, emergency response, issuing of badges, and maintaining In/Out procedures and records specific to visitors, programs and program participants. Complete Daily and Monthly monitoring of available schedules across Departments to be ready to receive visitors for current and upcoming events, programs, orientations and so on. Contact departments as needed to obtain accurate information and updates. Perform online scheduling of meeting space within Agency facilities as requested. Provide administrative support to the mandated community service program: completing required written communication, record retention, answer phone inquiries from the public and stores, conduct application intake/review/approval, confirm assignments, and generate completion letters. Responsible for HR mail functions such as sending certified mail, daily collection of HR mail for distribution within HR, using HR mailboxes, and interacting with mail and delivery representatives, internally and externally. Processes requests for Training code creation in UKG to enable tracking of employee training taken. Organizes HR documents in Team environment as assigned. Creates and distributes employee birthday certificates monthly to assigned employee groups. Creates and distributes employee discount cards twice a year prior to expiration and fulfills any requests for replacements or extra cards for managers within the assigned employee group. Trains all receptionist backups as processes change. Acts as backup to other members of HR in areas as assigned, such as equipment maintenance, supply levels, HR birthday recognition and more. Displays cooperation and flexibility to function as part of a collaborative team. Participate in all HR functions including arranging schedule, calendar invites, food, and facility needs. Attend trainings, cross training, and embrace professional skill development and ways to further contribute to the Goodwill team. Displays consistent timeliness and adherence to work schedule. Other duties as assigned

Requirements

A minimum of 6 months’ prior experience working with the public or demonstrating customer service is required, preferably in a team environment and in a role such as office support, receptionist, or administrative assistant position.
Proficiency with MS Word and Excel is required.
Must have demonstrated communication skills, both oral and written, excellent accuracy and organization, and have basic number sense.
Documentation to satisfy I-9.
Ability to pass a background check and drug screen.

Nice To Haves

Power Point experience, advanced Excel skills, and some college coursework is preferred.

Responsibilities

Operate the Agency’s central phone system, answer and transfer calls, greet and receive callers/visitors, notify and direct clients/visitors to proper staff.
Keep track of callers on hold and visitors in the lobby, providing follow-up needed to ensure everyone is greeted and assisted in an orderly and timely manner.
Maintain the Goodwill Employee Phone List located in Microsoft Outlook to ensure extensions are accurate and align with the Elevate phone system.
Maintain professional appearance and demeanor in order to make a positive impression on all visitors, which include clients, board members, employees, and the general public.
Maintain a high awareness that this position is one of being a front-line representative of the Agency and has a high impact on the Agency’s brand and reputation.
Provide general Company, event and program information (ex: North Texas Institute Training) to visitors and/or refer them to proper staff to answer questions.
Partner throughout the Company to maintain accurate contact information for ongoing services, programs, and phone extensions for routing callers.
Follow Company safety procedures related to building security and visitors, deliveries, emergency response, issuing of badges, and maintaining In/Out procedures and records specific to visitors, programs and program participants.
Complete Daily and Monthly monitoring of available schedules across Departments to be ready to receive visitors for current and upcoming events, programs, orientations and so on.
Contact departments as needed to obtain accurate information and updates.
Perform online scheduling of meeting space within Agency facilities as requested.
Provide administrative support to the mandated community service program: completing required written communication, record retention, answer phone inquiries from the public and stores, conduct application intake/review/approval, confirm assignments, and generate completion letters.
Responsible for HR mail functions such as sending certified mail, daily collection of HR mail for distribution within HR, using HR mailboxes, and interacting with mail and delivery representatives, internally and externally.
Processes requests for Training code creation in UKG to enable tracking of employee training taken.
Organizes HR documents in Team environment as assigned.
Creates and distributes employee birthday certificates monthly to assigned employee groups.
Creates and distributes employee discount cards twice a year prior to expiration and fulfills any requests for replacements or extra cards for managers within the assigned employee group.
Trains all receptionist backups as processes change.
Acts as backup to other members of HR in areas as assigned, such as equipment maintenance, supply levels, HR birthday recognition and more.
Displays cooperation and flexibility to function as part of a collaborative team.
Participate in all HR functions including arranging schedule, calendar invites, food, and facility needs.
Attend trainings, cross training, and embrace professional skill development and ways to further contribute to the Goodwill team.
Displays consistent timeliness and adherence to work schedule.
Other duties as assigned