Human Resources Front Desk Associate – Service Center Full Time

Position Information

Announcement Number STAFF – VA – 26358 For questions regarding this position, please contact:

Serena Whitcome

(406) 994-3651

serena.whitcome@montana.edu

Classification Title Personnel Assoc I Working Title Human Resources Front Desk Associate – Service Center Brief Position Overview

Join our dynamic University Human Resources team as a Front Desk Associate and make your mark! We seek a warm, detail-oriented individual who is passionate about creating a positive experience at our HR Service Center. In this exciting role, you will be the welcoming face that greets visitors, playing a vital part in advancing our mission at MSU. This is an opportunity to dive into the world of Human Resources and gain invaluable experience, opening doors to countless growth opportunities. Come be a part of something great!

Position Number 4M1143 Department HR Comp Ben Empl Services Division Administration Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation Exempt from Collective Bargaining FTE 1.0 Benefits Eligible Eligible Salary $21.00 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open

Position Details

General Statement

University Human Resources is dedicated to supporting the university’s mission and strategic goals through effective leadership, guidance, and comprehensive administration in essential areas including classification, recruitment, payroll, benefits, and employee and labor relations.

Duties and Responsibilities

The Front Desk Associate is the first point of contact, providing essential administrative and customer support to Human Resources and our valued customers. This role involves answering phone calls, managing walk-in traffic, and guiding constituents to the right resources.

Reception Duties

• Greet and direct clients, visitors, and guests.
• Answer, screen, and direct phone calls.
• Receive and distribute mail, documents, packages, and courier deliveries.
• Maintain a clean and organized reception area.

Human Resources Support

• Log and process daily HR paperwork.
• Prepare informational packets.
• Retrieve data from archives.
• Assist with website maintenance.

Record Management

• Scan documents into the EDM system.
• Perform basic filing and recordkeeping.

Compliance

• Provide all necessary compliance-related services, including conducting on-campus I-9 verifications.
• Provide first-tier support to customers regarding benefits, payroll, and onboarding questions.

Required Qualifications – Experience, Education, Knowledge & Skills

• Administrative Experience: Prior experience in administrative work with a strong focus on customer service within an office setting or an equivalent combination of relevant education and/or experience.
• Communication and Information Accuracy: Proven ability to effectively interpret and communicate complex information, procedures, and directions in written and verbal formats (in-person, telephone, and business correspondence) to various individuals.
• Document Creation and Editing: Proven experience designing, writing, editing, and formatting professional documents such as reports, business correspondence, spreadsheets, and brochures.
• Software Proficiency: Demonstrated competence in operating personal computers and various software applications, including word processing, spreadsheets, databases, presentations, email, and internet usage. Microsoft Office software is preferred.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Experience working with multi-relational databases.
• Knowledge of human resources policies and procedures.
• Experience with website monitoring and maintenance.

The Successful Candidate Will

Effective Communication And Interpersonal Skills

• Possesses strong interpersonal, listening, and communication skills, enabling successful collaboration with faculty, staff, students, and applicants in person and over the phone.

Confidentiality And Discretion

• Maintains high professionalism and discretion when handling sensitive and confidential situations and information.

Teamwork And Collaboration

• Thrives in independent and collaborative work environments, effectively balancing individual tasks with team-oriented projects to foster a cooperative and productive work atmosphere.

Organization And Time Management

• Possesses exceptional organizational and critical thinking skills, allowing them to prioritize and manage multiple simultaneous projects with dynamic and sometimes conflicting priorities while maintaining accuracy and meeting deadlines.

Attention To Detail And Accuracy

• Demonstrates a commitment to accuracy and thoroughness in all work products.

Continuous Learning And Development

• Identify human resources problems to identify weaknesses in a process. Provide clear solutions to improve the quality of that process.
• Exhibits a strong desire to expand knowledge, acquire skills, and actively seek new projects and challenges.

Professional Representation

• Consistently represents University Human Resources with professionalism, a positive attitude, and a neat appearance, fostering a positive image across campus.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but as a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Posting Detail Information

Number Of Vacancies 1 Desired Start Date Upon Completion Of a Successful Search. Position End Date (if Temporary) Open Date Close Date Applications Will Be

Review of applications will be on a continual basis and will continue until the position(s) are filled.

Special Instructions

This position is not eligible for new sponsorship.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).