Data Entry Clerk Receptionist - Human Resources

Child-Parent Centers - Tucson, AZ

Full-time
Job Summary and Duties
Bilingual (In English and Spanish) Data Entry Clerk Receptionist - HR - Under general supervision and direction of the Human Resources Records Specialist performs data entry, receptionist activities, and general office tasks as required within the department. Work requires accuracy, attention to detail, good judgment, professionalism, and confidentiality.

Minimum Qualifications

Education/Experience Requirement

High school diploma or GED
Three (3) years data entry, customer service, or receptionist experience
Bilingual in English and Spanish
Intermediate level skill in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint, and Publisher)
** If in house applicant, years of experience and annual performance evaluations may be considered in combination with field of study.

Data Entry and Receptionist Responsibilities:
Provide clerical and operational support to the human resources department related to routing phone calls, greeting and assisting visitors or guests, maintaining employee records, implementing the mail system including center run, and completing special projects and assignments.
Interact with and communicate information to job applicants, employees, department heads, and public and private agencies as necessary.
Use templates and/or control logs to prepare forms, merge documents, or notices and submit with source documents to Human Resources Records Specialist for review and approvals
Creates electronic and hard copy employment files and maintains filing system to ensure files are complete and in proper place for easy access when necessary.
Complies with agency policies and procedures with particular attention to Personnel Policies and Procedures and the Employee handbook
Identifies any concerns with HRIS systems that may require new procedures or modification of existing procedures and recommends necessary changes to the Human Resources Records Specialist.
Performs clerical support to the Human Resources Department including copying, faxing, filing, scanning, sorting, and tracking
Opens, date stamps, and distributes daily incoming mail. Prepares and stamps USPS daily outgoing mail and Agency internal mail (center run).
Receives cash, checks and money orders, issues a receipt, endorses the back of checks accordingly, logs the information in the receipt book, and contacts the Fiscal Department to pick up the money or checks. Monthly gives them a copy of the receipt book entries.
Orders and maintains an inventory of forms and supplies used in the HR Department.
Takes ID pictures and makes ID badges.
Performs other duties as assigned.

Supervision:
Identify self-growth, development goals, and strategies for achievement with support and input from supervisor.
Commit and participate in consistent and planned meetings with supervisor to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge.

Recordkeeping, Monitoring, and Reporting:
Perform a wide range of duties relative to the maintenance and processing of personnel actions, employee records, and personnel reports. Maintain complete and accurate HRIS and electronic personnel files using computer, scanner, or other data entry devices to enter or upload data from source documents into the HRIS and/or electronic storage files using approved and standardized naming protocols.
Conduct on-going monitoring of own work in the HRIS for accuracy, completeness, and quality. Prepare corrective documents and submit for approval and processing. Report systemic issues and recommendations for improvement to the HRIM and HR director.
Maintain electronic folders with current and historical reports and documents for ease of reference.
Create, edit, and run reports from the HRIS per schedules or as requested and distribute to HR staff or others as directed.
Monitor accuracy, completeness, and /or expiration dates of employee’s immunizations and fingerprint clearance card information. Send reminder emails to employees on upcoming renewals, enter the new information into the HRIS and files the document in the employee’s electronic file.
Review, identify, and resolve errors in source documents with document originator.
Monitors employment files for accuracy and completeness of files.

Leadership, Management, and Teamwork:
Participate on the human resources team and contribute to the decision making process for program improvement, strategic initiatives, professional development, budget, governance, audit, and agency self-assessment.
Develop and maintain understanding of the Office of Head Start Performance Standards and the implications and interactions with HR systems and practices. Communicate ideas, trends, and issues with Supervisor.
Keep up to date on workflows and processes for other HR positions and serve as backup as assigned.
Make prudent use of resources by monitoring consumption, minimizing waste, and offering suggestions for improving program efficiency.
Help with process of uploading new/updated department documents to the Information Portal as needed.
Work independently and within a team on special nonrecurring and ongoing projects.
Perform other duties as assigned by department director, coordinators, and specialists.

Responsibilities for all Child-Parent Centers, Inc.:
Understand and model the agency's vision, mission, and philosophy within the agency and the community.
Demonstrate approachability, ownership, accountability, and life-long learning.
Use the agency's communication and problem solving approach.
Seek perspective of others.
Identify emerging issues and contribute new knowledge.
Work to de-escalate when emotions and stakes are high.
Maintain professional behavior and relationships with internal and external stakeholders
Use agency systems and technologies to accomplish work
Maintain a high level of attendance to support ongoing service delivery.
Recognizes children's safety as the first responsibility of all staff and acts swiftly to ensure no child is unsupervised.
Implement agency policies and procedures for safeguarding confidential or sensitive information about employees and/or program participants. Restrict access to paper or electronic documents to those with a need to know.
Performs other duties as assigned
Qualifications
Minimum Qualifications

Education/Experience Requirement

High school diploma or GED
Three (3) years data entry, customer service, or receptionist experience
Bilingual in English and Spanish
Intermediate level skill in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint, and Publisher)
** If in house applicant, years of experience and annual performance evaluations may be considered in combination with field of study.

Transportation Requirement:
Possess a valid Arizona driver's license and excellent driving record. Attach to application a three year driving record obtained from the motor vehicle division.
Must be able to travel to and from various sites in private vehicle as needed.
Must be able to travel outside their assigned area in company-owned vehicle. This travel could begin before daylight hours and continue after sundown in some situations.
Federal, State, County Legal/Licensing Requirements (once hired):
Provide proof of immunizations: MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a clear Tuberculosis skin test or chest X-ray.
Able to pass a company paid physical exam prior to starting work.
Able to pass a criminal background check.
Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form.
Submit a current Fingerprint Clearance Card OR obtain a Fingerprint Clearance Card within 90 days of hire.

Competencies:
Confidentiality
Communication
Ethical Practice
Critical Evaluation
Technical Capacity
Thoroughness
Customer Service
Technology

Desired Qualifications:
Possess an Associate’s Degree from a recognized educational institute in the field of Human Resources, Business, Records Management, or agreed equivalent that supports high quality implementation of our program as determined by the agency (Official or unofficial transcript must be attached to the employment application).
SHRM certification.
Experience working with “client” permission in Paycom.

Work Environment:
Administrative office setting

Physical Requirements:
Frequently

Sitting for long periods
Viewing computer monitor and typing on keyboard for more than 30 minutes at a time
Clerical duties (writing, filing, copying, etc.)

Occasionally

Standing for long periods (more than 30 minutes)
Work day beginning prior to 8:00am and/or ending after 7:00pm
Benefits: This position is eligible for agency benefits package including (paid leave, medical, life, vision, dental, revenue sharing plan, and flexible spending account)