Position: Human Resources Receptionist
Supervisor: Human Resources Director / Manager
Division: Tribal Administration
Department: Human Resources
RESPONSIBILITIES:
The Receptionist serves as the first point of contact for employees, applicants, and visitors calling or entering the Human Resources Department. This position is responsible for providing professional and courteous customer service, managing front desk operations, and supporting administrative and clerical functions to ensure efficient daily operations. The Receptionist maintains confidentiality and ensures a welcoming environment consistent with the Tribe’s values and service standards.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
- Greet and assist employees, applicants, and visitors in a courteous and professional manner; direct individuals to the appropriate department or personnel as needed.
- Answer, screen, and route incoming phone calls; take accurate messages and provide general information as appropriate.
- Maintain front desk operations, including monitoring visitor access and ensuring a clean, organized reception area.
- Assist with scheduling appointments, interviews, meetings, and departmental activities.
- Provide clerical and administrative support, including filing, copying, scanning, and document preparation.
- Receive, date-stamp, and route incoming documents, forms, and correspondence and distribute accordingly.
- Assist in maintaining and updating HR databases, including employee contact information and applicant logs.
- Deliver times sheets to payroll. Ensures all signatures are in place.
- Organize, file, update, and safeguard personnel documents in accordance with confidentiality standards.
- Provide support during new employee orientation, onboarding, and training sessions as needed.
- Prepare and distribute HR forms, packets, and informational materials.
- Assist with processing departmental check requests, purchase orders, invoices, travel arrangements, and supply orders.
- Monitor and manage departmental email inboxes, routing messages to appropriate staff.
- Maintain visitor logs and follow security procedures.
- Provide administrative support to HR Management as assigned.
- Perform other duties as assigned by Human Resources Management.
KNOWLEDGE, SKILLS AND ABILITIES FOR THE POSITION:
- Ability to perform a full range of front-office administrative and clerical duties.
- Strong verbal and written communication skills.
- Basic mathematical principles.
- English usage, spelling, grammar and punctuation.
- Knowledge of methods and techniques of proper phone etiquette.
- Knowledge of and ability to operate modern office procedures, methods and equipment.
- Proficiency with computers (i.e., Word, Excel, PowerPoint, Outlook), word processing, and spreadsheet applications.
- Ability to interpret and explain Kickapoo Traditional Tribe of Texas policies and practices.
- Excellent customer service skills and professional phone etiquette.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Strong organizational skills and time-management skills with the ability to prioritize tasks.
- Knowledge of filing and record-keeping principles and procedures.
- Ability to establish and maintain effective working relationships.
- Ability to understand and carry out oral and written instructions.
- Ability to establish and maintain effective relationships with those contacted in the course of work.
- Knowledge of pertinent Federal laws and regulations.
- Ability to process paperwork related to employment and other requests specific to department operations.
- Ability to perform data entry on a computer at a speed necessary for successful job performance.
- Ability to speak, read and write in English and Spanish
- Knowledge of basic HR practices (i.e., recruitment, onboarding, training, leave administration) is preferred.
SUPERVISION EXERCISED:
This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
EDUCATION/EXPERIENCE REQUIREMENTS:
Minimum Qualifications: High school diploma or GED required. One to two years of administrative, receptionist, or clerical experience or training or, experience working in a customer service oriented or office environment.
Preferred Qualifications: Associate degree or technical certification in Office Administration, Business, or a related field. Experience in a Human Resources or personnel-related environment and experience working with confidential records or HR databases.
NATIVE AMERICAN PREFERENCE IS OBSERVED:
KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.
SPECIAL CERTIFICATION REQUIRED:
Must have a valid Texas State Driver’s license and must be insurable.
Must adhere to Personnel Policies and Alcohol Policies.
PHYSICAL ACTIVITIES:
While performing the duties of this job, the employee is regularly required to sit, use hands, and operate office equipment.
The employee frequently is required to reach with hands and arms.
The employee occasionally is required to stand, walk, stoop, kneel, crouch.
The employee occasionally must lift and/or move up to 20 pounds.
Must possess normal vision, hearing, and manual dexterity for office tasks.
WORK ENVIRONMENT:
Lighted, ventilated and temperature-controlled office environment.
The work environment can occasionally be stressful.
DISCLAIMER:
Employment in this position is at will, which means that employment may be terminated at any time by the employer or employee without cause or notice.
The above statements are intended to describe the general nature and level or work being performed by people assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
