Job Details

JOB SUMMARY

The Front Desk Assistant supports the Human Resources department with administrative tasks (80%) while also managing front desk responsibilities (20%). The role ensures efficient communication, organization, and customer service while contributing to a positive and efficient work environment. The role is responsible for the overall management of front office activities, greeting visitors, processing mail, and assisting the HR department with day-to-day tasks. This dual-function role ensures efficient HR operations and provides a welcoming experience for employees and visitors.

ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES

HR & Administrative Support (80%)

• Provide comprehensive administrative support to the HR department, including data entry, filing, basic recordkeeping, and assistance with word processing or other office software tasks.
• Maintain accurate employee records in the HRIS.
• Assist employees with inputting personal information in the organization's HRIS.
• Schedule employee training sessions, new hire orientations, and other HR-related events, ensuring accurate communication of schedules, locations, and required materials.
• Prepare orientation materials such as handbooks, forms, and presentations.
• Assist in the recruitment process by posting job openings, screening resumes, and scheduling interviews.
• Assist employees with inputting personal information and accessing resources in the HRIS.
• Collaborate with HR on various initiatives and projects, providing logistical and administrative support as needed.
• Collaborate with other departments on HR-related initiatives and projects.
• Maintain supply inventory levels by regularly checking stock levels, anticipating needed supplies, ordering required supplies, and verifying receipt of supplies.
• Lead regular safety meetings to ensure compliance with safety protocols and promote a culture of workplace safety.

Front Desk Responsibilities (20%)

• Provide a warm, professional greeting to all individuals who enter the premises, including visitors, clients, customers, and employees.
• Serve as the central communication hub for the organization by managing incoming phone calls, directing calls to the appropriate individuals or departments, taking detailed messages when necessary, and using the intercom system to make announcements.
• Receive and distribute mail, packages, and deliveries to appropriate recipients.
• Maintain a clean and organized reception area, ensuring it reflects a professional and welcoming environment.
• Monitor visitor access, maintain visitor logs, and ensure compliance with security protocols.
• Maintain appointment calendars for the organization, and coordinate with staff to schedule conference rooms, appointments, meetings, and tours.
• Provide informed responses to questions regarding organization services, products, and procedures to visitors and callers, and direct individuals to the appropriate personnel or resource.
• Assist with special accommodation requests, such as providing WiFi access, transportation arrangements, making reservations, or helping with other unique visitor needs.

General Responsibilities

• Manage multiple tasks simultaneously, adapt to changing priorities, and handle unexpected challenges.
• Exhibit exemplary attendance and punctuality.
• Comply with company policies and procedures.
• Perform other duties as assigned.

EDUCATION & RELATED EXPERIENCE

• A high school diploma or GED equivalent is required. An associate or bachelor's degree in business administration, human resources, or a related field is preferred.
• Previous experience in administrative support or human resources is highly desirable.
• Demonstrated Spanish fluency is beneficial.
• A valid driver's license, reliable transportation, and the ability to be covered under the organization's auto insurance are required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and commitment to NWAFB's mission, priorities, programs, policies, and procedures, including showing compassion and respect toward individuals experiencing food insecurity.
• Knowledge of principles and processes for providing customer and personal services.
• Familiarity with HR policies and procedures, HR best practices, and current regulations.
• Strong customer service skills including a professional demeanor, empathy, patience, and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with HRIS systems.
• Excellent verbal and written communication skills to effectively communicate with visitors, clients, colleagues, and callers clearly and professionally.
• A commitment to maintaining confidentiality and handling sensitive information with discretion.
• A meticulous individual capable of juggling multiple tasks and adapting to changing circumstances and/or varying workloads.
• Strong organizational abilities, attention to detail, and the capability to manage multiple priorities.

The food bank requires, as a condition of employment, that all applicants consent to and authorize a pre-employment and/or continued employment verification of their background, driving record and drug screening.