Position Description

• Overview The Human Resources Assistant (Temporary) is responsible for managing the administration duties and will serve as the first point of contact for internal/external visitors and callers to the Division of Human Resources.
• The primary responsibility of the HR staff member is to manage the Front Desk in a professional manner that reflects the values of the Division of Human Resources and process New Hire I9s for Montclair State University.

Major Duties And Responsibilities

• Manage the flow of visitors and telephone calls to the Division of Human Resources in a courteous and professional manner
• Ensure that the workspace in the front desk/reception area is maintained in a presentable manner
• Greet all visitors and callers with interest and enthusiasm and identify the purpose of their visit, screening both accordingly. Ensure all visitors are announced to the appropriate Human Resource professional prior to allowing them to proceed into the main office space
• Channel all visitors/callers to the appropriate HR staff member. In instances when the appropriate staff member is not available, attempt, to the extent possible, to assist the visitor/caller utilizing other HR resources; otherwise, take full and complete messages
• Collaborate with other Human Resources professionals to assist with providing a high level of customer service
• Provide appropriate notification to other Human Resources professionals to report absences, late arrivals, and prior to break/lunch period to ensure that coverage is provided at the Front Desk at all times
• Retrieve all voicemails from front desk phone and distribute messages accordingly
• Collect and distribute incoming faxes/ mail in appropriate mailboxes and other related duties
• Manage the HR mailbox and forward email inquiries to the appropriate HR professional and/or resolve the inquiries.
• Reserve conference rooms in g-Cal for meetings upon request.
• File all employee documents in personnel folders as assigned and maintain professional filing system. Form I-9 Processing
• Process all I9's via I9 Express online system.
• Coordinate with vendor on all I-9 related issues, resolve all issues with vendor representatives.
• Assume complete responsibility of the I-9 process, serve as I-9 liaison.
• Schedule new hires for I9 appointments.
• Perform other duties as assigned, including special projects

Education Required