HR Assistant/Receptionist

Location: Washington, DC
Date Posted: 01-08-2018
BASIC FUNCTION:
 
Provide front desk coverage in the Office of Employment and Compensation according to Hospital’s policies and procedures. Greet visitors, receive and distribute applications, and answer telephone calls directing them to appropriate staff. Ensure visitors sign in. Provide everyone with an intake form, review, log, and route to appropriate staff. Log and track Requests to Hire forms, job postings, and position description certification forms. Develop tracking system to maintain applicant information in computer database for statistical purposes.
 
DIMENSIONS:
 
Indeterminate.
 
NATURE AND SCOPE:
 
Interact with staff, department heads, applicants, vendors, patients & their families, healthcare providers, government and local agencies, Hospital and University officials, and the general public.
 
PRINCIPAL ACCOUNTABILITIES:
  • Greets, receives, and assists visitors, directing them appropriately.
  • Answers and directs telephone calls, and accepts records and delivers messages to appropriate staff.
  • Receives, reviews, date stamps, logs and distributes applications for Employment ensuring they are filled in correctly and data is captured for tracking.
  • Sorts applications and resumes alphabetically by job title before forwarding to Recruiter. Develops tracking system to maintain applicant information in computer database for statistical purposes.
  • Accepts questions and other inquiries regarding Employment and Compensation and direct to appropriate staff for action.
  • Logs in and forwards Notice of Position Openings and Authorization for Temporary Hire forms to Employment Manager for review.
  • Assists with the typing of vacancy announcements and purchase requests, when applicable.
  • Purges and archives applications/resumes according to government and Human Resources policies.
  • Maintains folders for job posting announcements.
  • Maintains adequate supply of applications, forms and supplies.
  • Receives, logs, and distributes intake forms to appropriate staff for action.
  • Receives, opens, reviews, date stamps and distributes interdepartmental mail to appropriate staff.
  • Logs, maintains, and tracks applicants/visitors’ logbook and compiles statistical information as requested.
  • Provides clerical assistance such as typing a variety of correspondence (memoranda, letters, flyers) as requested.
  • Assists with distribution of photo identification badges as needed.
  • Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
  • Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
  • Participates in activities that promote adherence to federal healthcare program requirements.
  • Actively participates in Health Sciences Compliance Program activities.
  • Adheres to the requirements of the HIPAA Privacy Policies and Procedures.
  • Maintains confidentiality of patients, families, and staff.
  • Assumes other duties and responsibilities that are related and appropriate to the position and area.  The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.
 
 CORE COMPETENCIES:
  • Knowledge of Hospital and Human Resources policies and procedures.
  • Knowledge of basic computer and data entry skills, to include specific knowledge of Microsoft Word and Excel programs.
  • Ability to utilize standard office equipment such as copier, facsimile and telephone.
  • Ability to perform clerical duties in a timely and professional manner exhibiting excellent customer service skills.
  • Competence in both oral and written English. 
Ability to establish and maintain effective and harmonious work relationships with staff, physicians, Hospital and University officials, and the general public.
 
MINIMUM REQUIREMENTS: 
  • High school or General Equivalency Diploma (G.E.D.).
  • Two (2) years experience in a similar position, preferably in a Human Resources environment.
  • Must pass a typing test with a minimum of 35 wpm administered by the Employment Office.
 
Must be able to sit, type (finger dexterity), and walk for extended periods of time.  Must have visual acuity for data entry functions.
 
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