HR Reception & Records Coordinator

Commonwealth of VA Careers; Virginia (MN); On-site; USD 45,000 - 55,000; Full time

Job summary

J. Sargeant Reynolds Community College in Henrico, VA is seeking an HR Reception & Records Coordinator to serve as the front-line contact for the Human Resources department, delivering professional, welcoming service to faculty, staff, applicants, students, and visitors.

The role maintains official personnel records, handles employment documents, and supports HR processes from onboarding to reporting, ensuring records are accurate, confidential, and compliant with policies and regulations.

Qualifications

• Experience in administrative and records-management practices.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office and HR terminology.
• Experience using HR information systems is preferred.

Responsibilities

• Coordinate the HR reception area and respond to inquiries.
• Maintain accurate and secure personnel records.
• Process employment documentation and onboarding support.
• Support HR reporting and records retention requirements.

Skills

Administrative skills

HR terminology

Customer service

Communication

Discretion with sensitive info

Microsoft Office

HRIS knowledge

Record management

Time management

Organizational skills

Education

Associates or Bachelors in HR/Business/Admin

Tools

Microsoft Office

Electronic document management system

Enterprise HRIS

Job description

Title: HR Reception & Records Coordinator

Agency: J. Sargeant Reynolds Community College

Location: Henrico - 087

FLSA: Nonexempt

Hiring Range: $45,000 - $55,000

Full Time or Part Time: Full Time

Job Description

Reynolds is one of the largest community colleges in Virginia and serves Virginia’s capital city and five nearby counties. Annually, our four campus sites serve approximately 13,000 credit students and provide training for 7,400 students through the Community College Workforce Alliance. Reynolds is committed to hiring and retaining a racially diverse, culturally competent staff at all levels of the organization who reflect the demographics of our students. We also believe in providing an ongoing investment in our faculty and staff to deepen their skills and competencies to serve the full range of our student population.

The HR Reception & Records Coordinator serves as the primary front-line administrative contact for the Human Resources department and provides professional, welcoming, and responsive service to faculty, staff, applicants, students, visitors, and college administrators.

The position is responsible for coordinating the HR reception area, responding to routine HR inquiries, directing individuals to appropriate HR resources, maintaining official personnel records, processing and organizing employment documentation, and providing administrative support for employee lifecycle activities.

The HR Reception & Records Coordinator ensures that personnel records are accurate, organized, secure, confidential, and maintained in accordance with applicable records-retention requirements, college policies, VCCS requirements, and state and federal regulations.

The position works closely with HR staff and other college departments to support recruitment, onboarding, personnel transactions, employee separations, records management, HR reporting, and overall HR service delivery.

Minimum Qualifications

The successful candidate should demonstrate:

• Knowledge of general administrative and records-management practices.
• Basic knowledge of Human Resources terminology and employee lifecycle processes.
• Ability to maintain accurate and well-organized personnel records.
• Excellent attention to detail and accuracy.
• Strong customer-service skills.
• Ability to communicate professionally with individuals at all organizational levels.
• Ability to handle confidential and sensitive information with discretion.
• Strong computer, data-entry, and document-management skills.
• Ability to learn and effectively use HR information systems.
• Strong organizational and time-management skills.
• Ability to prioritize work and meet deadlines.
• Ability to identify discrepancies and obtain clarification when needed.
• Ability to work independently and as part of a collaborative HR team.
• Commitment to providing equitable, respectful, and professional service to the college community.

Required Qualifications

• Demonstrated experience providing administrative, records-management, customer-service, human resources, or related support.
• Demonstrated ability to maintain accurate records and appropriately handle confidential and sensitive information.
• Proficiency with Microsoft Office or comparable business applications.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Demonstrated ability to provide professional and courteous customer service.
• Demonstrated ability to manage multiple priorities and meet established deadlines.
• Demonstrated ability to establish and maintain effective working relationships with employees, managers, applicants, and members of the college community.

Preferred Qualifications

• Associate or bachelor’s degree in Human Resources, Business Administration, Office Administration, Public Administration, or a related field.
• Experience working in a human resources department.
• Experience working in higher education, government, or another public-sector environment.
• Experience using an electronic document-management system.
• Experience using an enterprise human resources information system.
• Knowledge of VCCS and/or DHRM policies and procedures.
• Experience supporting employee onboarding and/or recruitment activities.
• Experience with records-retention and document-management practices.

Additional Considerations

Physical and Work Environment

The position is primarily performed in an office environment and requires regular interaction with employees, applicants, visitors, and college personnel. The incumbent may be required to sit or stand for extended periods, use a computer and telephone regularly, retrieve and file documents, and occasionally move or organize records and office materials.