Job Title: Administrative Assistant/Payroll Specialist

Classification: Non-exempt

Date Updated: September 9, 2020

SUMMARY

Our small but growing family owned, and operated company is seeking a dedicated Administrative Assistant to join our team.. We offer a fantastic benefit package along with competitive compensation for our employees. This role is responsible for being the first point of contact for visitors that come to our office. When we have visitors stop by our office, we want them to have a great experience that would start with a friendly individual offering to help them out. The ideal candidate for this role has excellent communication and multi-taskings skills with a positive attitude, strong work ethic with initiative to pitch in and accomplish what needs to be done.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but are not limited to the following)

• Answer incoming calls and route as appropriate
• Greet visitors and vendors
• Manage time keeping system, review for irregularities, and follow up as needed, this includes but is not limited to data entry, submitting payroll taxes, and setting up direct deposit payments
• Assist with efficient and timely payroll processing
• Track daily job cost reports with assets and materials
• Maintain job costs spreadsheets
• Create and issue invoices for customers
• Send statements to customers for open balances
• Manage calendars and travel arrangements as necessary
• Assist new employees with onboarding and report new hires to the state
• Assist with all required recruitment and onboarding paperwork
• Assist project managers with bidding on jobs; including notifying subcontractors, collecting subcontractor bids, and maintaining project documents as necessary
• Provide administrative support for the HR function
• Provide administrative support for the Marketing function
• General Administrative duties and special projects
• Maintain an orderly filing system that complies with record retention guidelines
• Recommend process improvements for increased efficiencies
• Display and promote company values
• Regular attendance, days and hours are negotiable
• Other duties as assigned

REQUIRED SKILLS AND ABILITIES

• Exceptional phone and customer service skills
• Strong written and verbal communication skills with prevalent professional demeanor
• Ability to handle sensitive and confidential documentation
• Ability to work independently
• High ethical standards
• Detail oriented
• Effective time management
• Analytical skills to identify and resolve problems in a timely manner
• Exhibit sound and accurate judgment
• Resourceful with a demonstrated ability to learn and apply new approaches
• Intermediate level computer literacy
• Proficient in Microsoft Office Suite Products and ability to learn new systems quickly

EDUCATION AND/OR EXPERIENCE

• High school diploma/GED required
• A minimum of 3 years’ experience in a relatable field preferred (can be obtained through higher education)
• Knowledge of databases and ability to create reports preferred

PHYSICAL REQUIREMENTS/ WORKING ENVIRONMENT

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sit an average of 7-8 hours per workday
• Stand an average of less than one hour per workday
• Walk an average of less than one hour per workday
• Bend/Stoop – Rarely (1-2 times/day)
• Squat – Rarely (1-2 times/day)
• Reach above shoulder level – Rarely (1-2 times/day)
• Up to 10 lbs of weight carried – Occasionally (1-4 times/hour)
• Up to 10 lbs of weight lifted – Occasionally (1-4 times/hour)
• Hands used for repetitive action: Fine Dexterity (i.e. typing, writing, filing) – Constant (greater than 25 times/hour)

JOB DESCRIPTION ACKNOWLEDGMENT

By signing below, I acknowledge that I have read the Administrative Assistant job description, understand the expectations, and am able to perform the essential duties and responsibilities necessary to successfully perform the job as described with or without reasonable accommodations.

I also understand that the job description may be changed at the discretion of the company at any time.

_____________________________________________________________________________________

Signature Date

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Work Location: One location

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