Human Resources Specialist - Reception

Oklahoma City, OK, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Paid holidays

flexible schedule

Job Description

The hiring establishment is an organization with a dedicated Human Resources department that focuses on delivering professional and efficient HR services. It operates with a commitment to creating an organized, welcoming, and supportive workplace environment, placing a strong emphasis on bilingual communication, specifically in English and Spanish. This organization values cultural competency, customer service excellence, and adherence to federal and state laws surrounding employee relations and records management. It is located within the Oklahoma City metro area and actively engages with the community and partnering schools, indicating a strong community presence and outreach focus. The organization adheres to a structured work schedule including 242 workdays per year, with a standard full-time schedule of 8 hours per day, and offers a competitive compensation structure based on experience. The role discussed here falls under the ProTech (Non-Certified) employment category and involves non-exempt status with an hourly wage determined by the level of experience offered by the candidate.

The role being advertised is a Human Resources Specialist - Receptionist position within the Human Resources department. This role is pivotal in managing the front reception area, serving as the first point of contact for employees, visitors, vendors, and customers, and facilitating smooth communication and operational flow within the HR department. The Specialist is expected to handle a diverse array of responsibilities that include answering and redirecting incoming calls, managing outgoing calls, taking messages, accepting deliveries, greeting visitors professionally, and providing assistance through bilingual communication in English and Spanish. They will perform clerical and administrative duties such as word processing, filing, scanning, and generating reports, all while adhering to policies, collective bargaining agreements, and legal requirements for employee records. This specialist plays a vital role in cross-functional collaboration, providing a warm and empathetic customer service experience, supporting recruiting, hiring, onboarding processes, and assisting with various HR projects and tasks. The position demands excellent communication skills, the ability to multitask and handle a high-volume work environment, and a commitment to maintaining professionalism and confidentiality. The candidate must also be flexible to work outside typical business hours as needed, including weekends and holidays, to meet business demands and deadlines. This is a fast-paced, critical front-line HR role that offers an opportunity to be directly involved with employee relations and internal HR team collaboration while supporting the organization’s operational needs and community engagement efforts.

Job Requirements

High school diploma or equivalent
Fluent in English and Spanish with ability to speak, write, and read effectively
Minimum two years experience as a receptionist or similar office clerical-related position
Knowledge of Microsoft Office Suite and Google Docs
Ability to exercise initiative and independent judgement
Ability to multi-task and prioritize in a fast-paced environment
Excellent customer service skills
Basic understanding of recruiting, hiring, benefits, and employee relations
Effective written and verbal communication skills
Ability to remain calm in escalated situations

Job Qualifications

High School Diploma or equivalent
Fluent in English and Spanish with the ability to effectively speak, write, and read in English and Spanish
Minimum two (2) years of experience as a receptionist or similar office/clerical-related position
Knowledge of the Microsoft Office Suite (Word, Excel, Outlook, etc.) and Google Docs
Able to exercise great initiative and independent judgement
Ability to multi-task and prioritize responsibilities in a fast-paced environment
Excellent customer service skills
Basic knowledge and understanding of recruiting, hiring, benefits, and employee relations
Effective written and verbal communication skills
Ability to remain calm in escalated situations
Associate degree or higher in a related field (preferred)
Relevant experience may be substituted for formal education at a 2:1 ratio

Job Duties

Greets and directs calls, vendors, and walk-in visitors in a professional manner to appropriate parties or departments which may include taking messages if a party is unavailable
Serves as the first point of contact for walk-in and incoming calls from customers to the HR Department
Handles a high volume of calls and emails daily
Translates instructions, directions, or forms for Spanish-speaking customers
Maintains a safe clean and professional reception area
Accepts deliveries and coordinates the distribution of them
Develops and maintains organized filing, scanning, and follow-up systems
Scans documents into appropriate employee files and follows District policies and procedures, CBAs, and federal and state law for handling of employee records
Cross-trains with other office staff and assists with unexpected, urgent or seasonal situations as needed
Maintains a professional appearance by wearing work attire appropriate for the position
Utilizes empathetic and reflective listening skills to first understand the customer’s issue then either addresses it personally or ensures that a warm hand-off occurs to the proper HR team member
Collaborates with all HR teams (Employee Engagement, HRIS, Compensation, and benefits) to ensure that the issues are properly addressed
Assists in coordinating recruiting, hiring, and onboarding processes
Provides HR support, guidance, and advice about human resources issues
Regular attendance is required
Assists with special projects and additional duties as assigned