Human Resources Assistant/Receptionist - Castellum Inc

Position Description:

The Receptionist/Human Resources Assistant is the first point of contact for clients, visitors, and employees, ensuring a professional, friendly, and welcoming atmosphere. This role involves managing incoming calls, handling inquiries, scheduling appointments, and performing various administrative tasks to support the smooth operation of the office. This role also provides administrative support to the Human Resources department, assisting with a variety of HR functions including scheduling interviews, onboarding, employee record management, and updating information in the HRIS and Accounting/Timekeeping System.

Key Responsibilities:

1. Administrative Support:
   • Assist HR team with day-to-day operations.
   • Manage and update employee records within HR systems.
   • Greeting and Welcoming Guests: Provide a warm, friendly greeting to all visitors, ensuring a positive first impression.
   • Managing Phone Calls: Answer and direct phone calls to the appropriate department or staff member. Handle inquiries or resolve issues when possible.
   • Visitor Management: Maintain a visitor log, issue visitor badges, and ensure that all guests are directed to the right meeting rooms or offices.
   • Scheduling Appointments: Coordinate and schedule appointments, meetings, and conference rooms as needed.
   • Administrative Support: Assist with clerical duties such as filing, data entry, and handling correspondence (emails, letters, etc.).
   • Mail and Package Handling: Receive, sort, and distribute mail and packages to the appropriate staff members.
   • Office Supplies Management: Monitor office supply levels, order supplies when needed, and ensure the reception area is always clean and presentable.
   • Record-Keeping: Maintain and update records, databases, and spreadsheets with accurate and timely information.
   • Training Coordinator Support: Provide administrative support with maintaining training requirements and compliance spreadsheets and sending out training reminders

1. Recruitment & Onboarding:

• Schedule interviews with candidates for the HR/Recruiting Team as needed
• Assist with the onboarding process, including preparing offer letters, conducting background checks, and ensuring all paperwork is completed.
• Conduct orientations for new hires and ensure they are set up with required tools and systems.

1. Compliance & Record Keeping:

• Ensure employee information complete and accurate, maintaining compliance with legal requirements.
• Assist in preparing HR reports and documentation for audits.
• Stay updated on labor laws and company policies to assist with ensuring legal compliance.

1. HR Projects & Initiatives:

• Assist with special HR projects such as policy updates, employee surveys, or training programs as requested.

1. Other Duties as Assigned: Assist with various office projects and tasks as requested by supervisors.

Qualifications:

• Education: High School Diploma or equivalent required; Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Experience:
  • 1-2 years of administrative experience, preferably in HR or a related field
  • Familiarity with HR software and systems (e.g., HRIS, ATS) is an advantage
  • Must be able to obtain a US Security clearance upon hire
• Skills:
  • Excellent organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • High attention to detail and problem-solving skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Ability to maintain confidentiality and handle sensitive information.

Working Conditions:

• Office environment. This position is 100% on-site.

Equal Opportunity Employer: Castellum, Inc is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability, or age.