Task Statements: Human Resource Receptionist

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Assignment #1
By:Manny Hedge
Date:July 24, 2011
Assignment:Job Analysis
* Task Statements
* KSA Statements
* Job Description
* Job Analysis Process Summary
* Notes

School:Keller Graduate School of Management
Course:Human Resources Management
Professor:Jennifer Farinha

Task Statements: Human Resource Receptionist
Student Name| Emmanuella Hedge|

What action is being performed (verb)| To whom/what is the action directed (receiver of the verb)| How is the action performed (procedure, tools, equipment)| Why is action performed (purpose)| Operates switchboard telephone| Customers, employees| Knowledge of multi-line switchboard telephone| To screen and forward calls, provide information to caller, take messages, schedule appointments| Greets customers, visitors| Customers, visitors| Determines reason and purpose for visit| To direct or escort customers and visitors to their destinations| Creates and updates employee records and files| Employees| Use of electronic and manual file system | To keep employees records and track changes| Provide administrative support| HR Department staff| Ability to proofread; use of calculators and computers; knowledge of spreadsheets, invoices and other documents| To support the HR department staff| Prepares information packages| New hires, employees| Use of electronic and manual files; use of Computer and Internet; Knowledge of benefits vendor website| For new hire orientation and training sessions| Delivers email, phone, other messages | Employees, customers, vendors| Verbally speaking, writing legibly, remembering, being timely; Outlook email| To communicate messages received to appropriate party in a timely manner| Manages departmental calendar in Outlook| HR Department staff| Knowledge of Outlook calendar | To note and keep department organized| Arranges meetings, conference calls, video conferences and travel | HR Department staff| Knowledge of Outlook calendar, conference software, travel sites, car service companies| To note and keep department organized| Processes expense reports | HR Department staff| Adding, subtracting, copying receipts, scanning; use of Excel spreadsheets| To ensure department employees are properly reimbursed for Company related expenses| Monitors and orders office supplies| HR Department staff| Adding, subtracting, ordering, inventory| To ensure supplies are readily available to staff| Collects, sorts, distributes mail; sends and tracks overnight deliveries| Employees, customers, vendors, overnight carriers| Knowledge of mail delivery/receiving schedule; Knowledge of overnight package established costs, drop-off sites, tracking system and delivery/receiving schedules| To ensure mail and overnight packages are sent and received in a timely manner|

Task Statements
1| Operate multi-line switchboard phone to answer, screen and forward calls, provide information to customers, take messages and schedule appointments.| 2| Greets customers and visitors, determines reason or purpose for visit, and directs or escorts them to specific destinations.| 3| Creates and updates employee records and files.|

4| Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with pay records, invoices, balance sheets and other documents.| 5| Prepares information packages for new hire orientation and training sessions.| 6| Delivers email, phone, other messages to the appropriate party in a timely manner.| 7| Manages departmental calendar in Outlook.|

8| Arranges meetings, conference calls, videoconferences and travel for HR Department staff.| 9| Processes expense reports for HR Department staff.|
10| Monitors and orders department office supplies.|
11| Collects, sorts, distributes mail and prepares and tracks overnight deliveries|

KSA Statements: Human...
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