The Administrative Assistant is an essential member of the team in ensuring clients receive premium service, create satisfaction and expand their use of services.
The successful incumbent will have a high energy level, be adaptable to changes; progress professionally and conduct themselves in an ethical, trustworthy manner. The team member must provide solutions; self-motivated, have excellent interpersonal skills, technical skills, and the ability to build professional relationships. The individual must have the ability to work independently, understand and relate to others and as an effective and engaged team member in a fast-paced environment.
Essential Duties & Responsibilities:
Strong initiative and follow through are essential for this job. The ability to maintain confidentiality and to operate in the role with the highest of ethical standards and professionalism are required.
Administrative Assistant Job Duties:
Communicates and provides best in class payroll services to our client base.
Answers telephones, takes messages, direct and route callers.
Coordinates special projects as directed and prioritizes work appropriately.
Perform routine tasks such as updating spreadsheets, recruitment, and interviews, employment verifcations, EDD documentation.
Performs filing, scanning, typing correspondence, and assists with HR and Payroll duties.
Complies statistical and payroll data from a variety of sources (e.g., time sheets/payroll, salary adjustments, pay, benefits. leave balances, tax deposits) for the purpose of providing summary data to clients.
Maintains a wide variety of payroll data (e.g., direct deposits, pre-notes, W-4’s, leave balances, etc.)
Communicate with clients and maintain support tickets within Zendesk and time management software
Reconciles payroll account balances
Assists with resolving discprenancies
Assists with reviewing payroll and a variety of insurance related information (e.g., payroll reports, FMLA, requirements, etc.) for puposes of ensuring accuracy of payroll and insurance records
Support Owner, HR Account Managers
Understands FLSA regulations, payroll tax laws, garnishment calculations and maintains knowledge
Resolves issues in a timely manner with the clients, various agencies and internal management
Additional duties as assigned
Core Competencies, Knowledge and Skill Requirements
Two-year of relative experience, general knowledge of Payroll, Human Resources, payroll tax and accounting concepts.
Must be detail oriented and possess strong organization skills.
Experience in a fast-paced, start-up environment is a plus.
Proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment; honesty, integrity, and trust building behaviors in all dealings is essential and required.
Must have excellent customer-service skills, high degree of professionalism, and ability to work with limited direction. Maturity to calm potentially anxious clients.
Daily demonstrates a positive, ‘can do’ and service-oriented attitude.
Ability to effectively communicate, collaborate and deliver an excellent work product in a fast-paced, and rapidly growing dynamic company.
Ability to present themselves in appearance and conversationally in a professional manner at the executive level.
Must have ability to communicate very effectively, orally and in writing. Must have thorough knowledge of business English, spelling and punctuation.
Self-motivated, with initiative and the ability to take ownership of, and follow through with, specific tasks.
Ability to multi-task and shift priorities quickly while working under specific and tight deadlines.
Skilled in developing collaborative internal and external relationships.
Required skill in the operation of standard office equipment
Intermediate proficiency in MS Word, Excel, database programs, accounting/payroll platforms, and cloud computing.
Strong character traits required including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, and honesty.
Associate’s degree in accounting, human resources, business or a related field.
Experience with the APEX/HCM payroll software platform a big plus.
Bilingual (English/Spanish) preferred but not required.
Compensation: Part-Time, M-Th (30-32 Hours). Compensation $18.00 to $22.00 per hour DOE. Vacation, Sick, Health Benefit Package (Medical, Dental, Vision, Life) and IRA w. Match Program.
Working Conditions/Physical Demands:
Must be able to sit for long periods of time.
Must be able to work at a computer terminal for long periods of time.
Workplace Solutions is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex (including pregnancy), sexual orientation, gender identity, national origin, genetic information, creed, citizenship, disability, and protected veteran or marital status.