Front Office Receptionist HR Assistant

Job Title: Front Office Receptionist / HR Assistant

Department: Human Resources Department

Supervisor: Human Resources Manager

FLSA Status: Non- Exempt

Wage Order: 4 Professional, Technical, Clerical, Mechanical & Similar Occupations

Benefits Type: Level 1           

Time off Type: Vacation / Sick Time

Wage Scale: $18 - $21 / HR

Back Up Support: Human Resources Manager

Summary: The Office Receptionist / HR Assistant provides front desk coverage, customer service, and clerical support to ensure smooth daily operations. This role is the first point of contact for employees, visitors, and vendors, while assisting Human Resources with entry-level administrative tasks such as recordkeeping, onboarding paperwork, and scheduling. The individual will maintain a welcoming environment, handle confidential information with discretion, and ensure smooth office and HR administrative functions.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities: include the following. Other duties or tasks may be assigned by management.

Front Office / Reception Duties

• Greet visitors, employees, and vendors, answer and direct phone calls.
• Maintain reception, conference rooms, and office areas in a professional, organized manner.
• Receive and distribute mail, deliveries, and interoffice correspondence.
• Schedule appointments, meetings, and interviews as directed.
• Order and maintain office supplies.

HR Assistant Duties

• Assist with new hire onboarding paperwork and orientation scheduling.
• Maintain personnel files and records in compliance with California retention requirements.
• Track and log training sign-in sheets and other HR documentation.
• Support HR with distributing memos, notices, and bulletin board postings.
• Assist with timesheet collection, data entry, or payroll paperwork processing as assigned.
• Provide clerical support during open enrollment and benefits communications.

Compliance & Confidentiality

• Ensure required postings (CA labor law posters, wage orders, safety notices) are visible and current.
• Maintain confidentiality of sensitive employee information in accordance with FEHA, HIPAA, and company policy.
• Follow HR and office policies and procedures, escalating concerns as needed.

Additional Responsibilities: include the following. 

• Special projects as assigned.

Supervisory Responsibilities: None

Additional Requirements: Must be willing to learn new processes as needed while being a strong team player in a positive environment.

Language Skills: Ability to understand verbal instructions and written documents such as safety rules, labels, SDS, operating and maintenance instructions, and procedure manuals. Must be able to understand, read, and write English to document results on forms and logs.

Mathematical Skills: Ability to add, subtract, multiply, and divide into all measure units, using whole numbers, common fractions, and decimals.

Reasoning Ability: Must have the ability to apply common understanding to carry out instructions furnished in writing, oral, or diagram form. 

Certificates, Licenses, Registrations: aPHR preferred

Other Qualifications: None

Education and/or Experience: High school diploma or general education degree (GED) and 2-year related experience and/or training; or equivalent combination of education and experience.

Physical Demands: The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move 25 to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.   The employee will be exposed to noise environment and ear protection is available. The employee is expected to practice safe lifting procedures as instructed.

Work Environment: The work environment characteristics described here represent those employee encounters while performing this job's essential functions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing this job's duties, the employee will operate in an office setting and an industrial production environment. The employee will be exposed to loud noise and moving machinery. Ear protection will be available.

Acknowledgment
I acknowledge that I have received and reviewed a copy of the job description for the position for which I am applying. I understand the essential duties and responsibilities of the position.

I understand that if I am hired, my employment will be at-will, meaning either I or the Company may terminate the employment relationship at any time, with or without cause or advance notice, except as otherwise provided by law. I understand that this job description is not a contract of employment and does not change the at-will nature of my employment.

I understand that the duties and responsibilities of the position may be revised at the Company’s discretion to meet business needs.

I affirm that I am able to perform the essential functions of the position with or without reasonable accommodation. If I believe I may need reasonable accommodation now or in the future to perform the essential functions of the position, I will notify Vann Family Orchards to initiate an interactive process.

Employee Name: __________________________________________ Date: _______________

Employee Signature: ______________________________________ Date: ________________

Manager Signature: ____________________________________________ Date: _________________

Human Resources Signature: _____________________________________ Date: ________________