Montclair State University

  • Human Resources Assistant/Receptionist

    Job Locations US-NJ-Montclair
    Posted Date 3 weeks ago(11/19/2018 4:58 PM)
    # of Openings
    Human Resources
  • Overview



    Under the supervision of the Assistant Vice President for Learning and Development provides administrative assistance to all areas under the Division of Human Resources. Serve as receptionist for Montclair State University Divisions located at the Overlook Corporate Center: Development, Facilities, Finance, Human Resources, and Marketing & Communications. Primary responsibility for managing I-9 processing and incoming inquiries to the division.


    • Assist and refer employees, students, and the public seeking information to appropriate individuals and functional areas within Human Resources or other Divisions.
    • Route all incoming correspondence (date stamp and prepare for forwarding) to the appropriate departments/committees for processing.
    • Serve as the “face” for the Divisions located at the Overlook Corporate Center and provide exceptional customer service to employees, students, and the public.
    • Provide administrative/clerical support to the Human Resources Team.
    • Reserve and schedule meetings as assigned.
    • Process I9’s for new employees using the I9 Express online system. Coordinate with Equifax on all I-9 related issues; resolve all issues with vendor representatives.
    • Assist with off boarding process, track all submissions and update information on shared services
    • File all employee documents in personnel folders as assigned and maintain professional filing system.
    • Primary responsibility for managing the e-mail account
    • Assist with posting positions on all job boards including HERC.
    • Assist with updating HR forms and content on the website.
    • Serve as back up to HR Coordinators.
    • Performs other duties as assigned.
    • Management retains the right to add or change job duties at any time.



    • Graduation from an accredited college with a Bachelor’s degree.
    • One (1) year of professional experience.
    • Applicant who do not possess the required education may substitute experience on a year for year basis.


    • Knowledge of Wordpress, Workday, and gCal.
    • Familiarity with I-9 employment process.
    • Experience working in Human Resources, Higher Education and/or non-profit organization.
    • Well-developed project management skills and working collaboratively within a team environment.
    • Strong analytical skills.
    • Ability to establish and maintain cooperative working relationships with other offices and staff whose functions impact on assigned responsibilities.
    • Ability to maintain established records and files.
    • Ability to prepare correspondence with reasonable speed and accuracy.
    • Knowledge of the Microsoft office suite.
    • Excellent interpersonal, organizational, and time-management skills.
    • Customer service oriented.



    Range P18: $46,873.41-$66,104.43


    *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $53,283.75.


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