SCOPE OF POSITION
Performs a wide variety of clerical and administrative tasks. Represents company as first point of contact for customers, suppliers, applicants and visitors in a professional, friendly manner.
ESSENTIAL FUNCTIONS
*Prepares payroll documents for weekly processing and follows up on details including confirmation of approvals from department management, audits attendance records and PTO, alerts HR/Payroll Associate of any issues prior to payroll submittal.
*Monitors processes and practices regarding work time and PTO requests, review, approval and recording. Makes suggestions for improvement to the HR Supervisor. Performs analysis and supplies special reporting as requested by managers.
*Creates and places advertisements for recruitment of open positions (internal and external postings); posts openings with professional organizations and in other position appropriate venues. Utilizes the internet and social media platforms for recruitment of open positions.
*Coordinates applicant drug screens and physicals; communicating with both the provider and the applicant.
*Prepares decline letters, welcome packets and other applicant communications as appropriate.
*Maintains all pertinent applicant and interview data in the Applicant Tracking System (ATS).
*Maintains org chart and various company listings and systems for personnel additions, terminations and changes.
*Posts internal news and announcements in appropriate Paylocity Community groups.
*Assists with planning, shopping, setup and cleanup of company functions.
*Maintains tidiness and accessibility of front office areas, including foyer, front office and office/DataMax break areas. Requests maintenance and deep cleaning as needed.
*Coordinates employee gift, recognition and special “perk” benefits programs such as WB Mason and Dakin animal adoption.
*Assists employees with various requests, directing them to the appropriate person for further assistance when necessary.
*Serves as liaison for vending services. Conducts ongoing evaluation of services and coordinates service calls.
*Processes incoming and outgoing mail. Maintains inventory of mailing supplies and performs basic maintenance for postage processing.
*Serves as liaison for office equipment servicing. Troubleshoots and ensures that office equipment is in working order and supplies are maintained.
*Prepares corporate communications – announcements/postings, letters, electronic boards, newsletters, reports, forms, bulk emails, etc.
*Assists with Marketing and Sales support – mailings, reports, data updates, trade show coordination, literature maintenance, liaison with printing services and other administrative duties.
*Coordinates the creation, printing and distribution of business cards according to established guidelines.
*Processes supplies order for the front office area and assists other departments with their order needs. Reviews incoming supply orders and distributes to various departments.
*Assists with promotional products ordering and distribution.
*Manages the switchboard and transfers calls. Greets and directs visitors. Interacts cordially and politely with visitors and callers, ensuring positive and helpful interactions that reflect well on the Company.
*Assists various departments with tasks, errands and weekly reports as needed.
*Manages petty cash: distributes, collects & reconciles as needed.
*Assists with H.R. Audits.Ensures efficient and effective department operations by providing back-up support to the Human Resources Department personnel in performing daily tasks as needed. Assists with special projects as assigned.
*Plans, prioritizes and arranges workflow with little guidance.
*Works independently to meet due dates while handling interruptions from internal and external customers.
*Maintains a high degree of sensitivity, discretion and confidentiality when dealing with employee information and situations.
*Attends work regularly and reliably.