JOB SUMMARY

The Receptionist/HR Associate contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high performance work culture for the City of South Padre Island. This position works closely with the HR Director and HR Generalist/Training Coordinator to ensure accuracy and efficiency of all Human Resources programs. Performs basic reception and administrative work in answering phones, receiving the public, providing customer assistance, and data processing. Performs exceptional customer service in assisting and directing the public to the appropriate staff or departments. Provides administrative assistance to the Human Resources and Municipal Court divisions.

ESSENTIAL JOB FUNCTIONS

Receptionist

Serves as City Hall Receptionist.
Answers multi-line telephone system and directs calls to appropriate staff and departments.
Responsible for greeting every person who visits the lobby of the SPI Municipal Complex with a friendly demeanor and verbal greeting.
Receives the public and answers questions, responds to inquiries from citizens, employees, and others and refers, when necessary, to the appropriate persons.
Serves as the first contact to the Municipal Court greets and directs Court visitors to the correct windows to see the Court Clerks, Court Marshall, or Finance Department.
Ensures the front lobby is clean, organized and presentable at all times.
Assist customers in filling out the appropriate paperwork when requested.
Operates, maintains and recommends changes as needed to the City’s Quadiant postage machine.
Receives, prepares, processes, sorts and distributes incoming and outgoing department mail. Including certified mail, FedEx and UPS packages.
Responsible for keeping a supply inventory of the front desk area.
Orders supplies, letterhead, envelopes, and creates employee ID’s as requested and approved for all departments.
Copies and distributes agendas, and supporting materials as assigned.
Assists with various administrative tasks for the Human Resources and Municipal Court divisions.
Responsible for maintaining the copier and fax machine for the front desk area, including supplies.
Ensures that all machines are turned off at the end of the day at the front desk.
Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Responsible for retaining knowledge regarding the events occurring at City hall and on the Island on a daily basis.

HR Associate

Assists department in carrying out various human resources programs and procedures for all city employees.
Assists employees with benefit information, claim filing procedures, etc.
Conducts recruitment processes for all departments to include creating and posting job advertisements, receiving and logging employment applications into the Bamboo HR applicant tracking system, scheduling interviews and preparing interview packets.
Assists all departments in screening applicants and interviewing.
Participates in administrative staff meetings and attends other meetings and seminars as required.
Assists the HR Director & HR Generalist/Training Coordinator with various research projects and/or special projects.
Creates and distributes employee correspondence.
Maintains, processes and distributes confidential and sensitive documents and records.
Assists in maintaining the Human Resource Information System Bamboo HR. Records, creates and compiles reports from database as needed.
Assists with data entry and scanning documents into Bamboo HR software.
Assists HR Generalist/Training Coordinator with Human Resource Information System training updates and certificates.
Assists with Workman’s Compensation claims and accident reports.
Schedules and organizes activities such as meetings, travel, conferences, interviews and department activities.

SECONDARY JOB FUNCTIONS

Provides administrative support to the Administrative Services Department.
Performs other related duties as assigned.

FISCAL BUDGET RESPONSIBILITY

Responsible for adhering to all City of South Padre Island Purchasing Policies while performing purchasing tasks.
Assist with the preparation of the Administrative Services Budget.
Orders office supplies and equipment when required.

QUALIFICATIONS

Education:

Requires a high school diploma or equivalent with coursework in public or business administration, human resources, business management or any closely related field.
An associate degree in public or business administration, human resources, business management or any closely related field is preferred.

Experience:

Two (2) years of related work experience in a human resource department or a related field; or any equivalent combination of education and experience, equivalency to be determined by the City.

Licenses or Certifications:

A valid state driver’s license.

Special Requirements:

Bilingual: Spanish and English is required.

Knowledge, Skills and Abilities:

Some knowledge of the laws, statutes and regulations pertaining to benefits administration, retirement, Worker’s Compensation and unemployment insurance.
Some knowledge and understanding of Federal law and State statues, and City ordinances related to human resource management, in particular FMLA, FLSA, ADA and Title VII.
Some knowledge of the principles, practices, and methods of human resource administration.
Knowledge and/or skill in word processing, databases, spread sheets and other computer applications.
Ability to type accurately.
Ability to analyze data and make sound recommendations.
Ability to maintain effective working relationships with employees and all departments and the general public.
Ability to communicate effectively verbally and in writing.
Knowledge of office administration practices and procedures.
Ability to operate listed tools and equipment.
Advanced interpersonal skill to handle sensitive and confidential situations and documentation.
Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Ability to deal with frequent change, delays or unexpected events.

TOOLS AND EQUIPMENT USED

Computer including word processing, spreadsheet and specialized database software; calculator; postage machine; telephone; scanner; copy machine and fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is required to sit for long periods of time and occasionally required to walk; lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed inside an air-conditioned office. The noise level in the work environment is usually moderately quiet.

Selection Guidelines

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

Receptionist jobs

Receptionist/HR Associate: Full-Time