HR Administrative Assistant

HR Administrative Assistant

Christopher Community, Inc. (CCI) is a not-for-profit affordable housing developer and management organization serving low- and moderate-income families and seniors across Upstate New York.

The HR Administrative Assistant serves as the first point of contact for visitors, callers, and staff, providing a welcoming, professional, and organized front desk experience. Front desk and reception responsibilities are the primary focus of this role. The position also provides administrative and HR support as assigned, including scheduling, onboarding logistics, filing, and meeting coordination. Working closely with the Director of HR Operations, this role helps ensure the office runs smoothly while maintaining confidentiality and a high level of customer service.

Christopher Community offers competitive wages and generous benefits!

Benefit Summary:

• 35-hour work week with flexible schedule
• 21 Days Paid Time Off (PTO) - Vacation, Personal & Sick Days; increased to 30 PTO days after 1st Year!
• 14 Paid Holidays (plus 2 floating holidays of your choice)
• Retirement Match for 403(b) retirement plan
• Company contribution to Medical, Dental, Vision and Life Insurance

Pay Range: $25 - $29 hourly

Essential Duties and Responsibilities:

Front Desk and Reception (Primary Responsibilities):

• Serve as the first point of contact for visitors, including residents, vendors, and job applicants, greeting all guests in a welcoming and professional manner and directing them appropriately.
• Answer and route incoming phone calls, take accurate messages, and respond to general inquiries or refer them to the appropriate staff member.
• Manage visitor sign-in procedures and notify staff of guest arrivals in accordance with CCI office and security protocols.
• Receive, sort, and distribute incoming mail and deliveries, and prepare outgoing mail and packages.
• Maintain a clean, organized, and welcoming reception area and ensure conference rooms are ready for scheduled meetings.
• Monitor office supply levels and place orders as directed.
• Maintain staff directories, contact lists, and front desk reference materials.
• Handle sensitive information, conversations, and documents with discretion, ensuring confidential materials are not left visible or unattended at the front desk.

Administrative Support:

• Provide general administrative support, including scanning, copying, filing, data entry, and document preparation.
• Schedule meetings, reserve conference rooms, and coordinate meeting logistics, including room setup and materials for staff and board meetings as assigned.
• Assist with posting and distributing internal communications, including SharePoint updates, at the direction of the Director of HR Operations.
• Support event and meeting logistics, including catering orders, room setup, and materials preparation.

HR Support (As Assigned):

• Monitor the HR inbox as assigned and route employee requests to the Director of HR Operations or appropriate staff, responding to general, non-confidential questions as directed.
• Schedule interviews, communicate with candidates regarding interview logistics, and greet candidates upon arrival.
• Assist with new hire orientation logistics, first-day welcome activities, and onboarding checklist tracking.
• Collect onboarding and employee paperwork and forward it to HR for processing.
• Send training reminders and assist with tracking training completion.
• Assist with filing HR documents under the direction of the Director of HR Operations, following CCI confidentiality and records procedures.
• Support logistics for employee engagement, recognition, and organizational culture initiatives.
• Maintain confidentiality, professionalism, and a high level of customer service while supporting employees, visitors, and department leaders.

Requirements:

Minimum Qualifications (Knowledge, Skills, and Abilities):

• High school diploma or equivalent required; Associate's degree preferred.
• 1–2 years of experience in reception, customer service, office administration, or a related role preferred.
• Exposure to HR, recruitment, or onboarding support a plus.
• Strong customer service and interpersonal skills, with a welcoming and professional demeanor when working with diverse individuals.
• Strong organizational skills and attention to detail, with the ability to manage frequent interruptions and shift between tasks.
• Ability to maintain confidentiality and exercise sound discretion.
• Clear verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams; experience with SharePoint or HRIS systems such as Paylocity a plus.
• Ability to operate standard office equipment, including multi-line phones, copiers, and scanners.

Physical Demands and Work Environment:

While performing the duties of this position, the employee is regularly required to sit for extended periods, communicate verbally, and use hands and fingers to operate office equipment and technology. The employee is frequently required to greet visitors and may occasionally stand, walk, reach, and lift or move up to 25 pounds, such as deliveries, supplies, and meeting materials. Specific vision abilities include close vision, distance vision, and the ability to adjust focus. The work environment is typically low to moderate noise, with frequent interruptions typical of a reception area.