Job Title: Payroll & Administrative Assistant

Employment Status: Full Time

Classification: Non-Exempt

Work Schedule: 8:00 a.m. – 4:30 p.m. Monday – Friday; ability to work overtime and weekends as needed.

Travel: Occasional to run company errands as needed

Pay Range: $20.00 - $24.00 per hour

Reports to: Human Resources Manager

Supervisory Responsibilities: None

Position Summary: The Payroll & Administrative Assistant plays a vital role in ensuring operational efficiency across payroll, benefits, and office administration. This position supports the Human Resources departments by processing California payroll, managing benefits administration, and executing a wide range of clerical, organizational, and event-related tasks. The role requires a detail-oriented, proactive individual who thrives in a collaborative environment and enjoys wearing multiple hats.

Essential Functions:

• Administer biweekly payroll processes, ensuring completeness and accuracy of time records, including meal break compliance, penalty calculations, call-back pay, shift differentials, and premium compensation.

• Review employee time submissions, ensuring accurate payroll processing and maintaining detailed, auditable records in compliance with federal, state, and local wage and hour laws.

• Coordinate annual insurance open enrollment periods, including communication of plan changes, distribution of carrier materials, and facilitation of employee enrollment through presentations and informational sessions.

• Process monthly insurance provider billings with accurate coding and reconcile benefit-related withholding accounts, resolving discrepancies to ensure financial accuracy and compliance.

• Respond to employee inquiries related to payroll and benefits, conducting research and troubleshooting to ensure timely and accurate resolution of issues.

• Assist with new hire onboarding by coordinating orientation activities and conducting HR orientation sessions.

• Oversee daily office operations, including supply management, service request submissions, mail handling, visitor assistance, and internal communications.

• Maintain bulletin boards and shared spaces to ensure timely posting of updates and organized presentation of materials.

• Update and maintain the company intranet, including organizational charts, seating assignments, directories, forms, and corporate policies to ensure employees have access to current and relevant information.

• Plan and execute company events, including off-shift celebrations, charity initiatives, and corporate recognitions. Participate in the Company's Celebration Committee and other employee appreciation efforts.

Arrange meals and refreshments for meetings and business-related gatherings.

Other Duties

• Assist with HR assigned training sessions by preparing materials, scheduling, setting up, and tracking attendance.

• Coordinate the annual ordering and distribution of employee anniversary gifts and oversee recognition efforts for Corporate Update milestones and achievements.

• Assist plant personnel in accessing and utilizing electronic equipment such as computers and tablets to complete required safety training.

• Conduct monthly inspections of Automated External Defibrillators (AEDs) and First Aid kits to ensure readiness and compliance with safety standards. Perform routine Forklift Observations to verify that operators are completing Forklift Inspection Checklists accurately and consistently, promoting a safe and compliant work environment.

• Assists accounting with annual physical inventory.

• Performs other duties as assigned by HR Manager.

This is not meant to be a comprehensive listing of activities, duties, and responsibilities. These items may change, or new items may be assigned with or without notice.

Experience and Education Requirements

• High School Diploma/GED required.
• Two or more years California payroll experience preferred.

Knowledge, Skills, and Abilities (KSA's) Required

• Proficient in Microsoft Office Suite, including Word (document creation and editing), Excel (data entry,
spreadsheet management, basic formulas), and Outlook (email correspondence and calendar coordination).
• Strong understanding of payroll operations and wage/hour compliance.
• Proficiency with multiple payroll systems and platforms.
• Exceptional communication skills, both verbal and written.
• Outstanding organizational abilities and attention to detail.
• Solid analytical thinking and problem-solving capabilities.
• Self-motivated and able to work independently with minimal supervision.
• Skilled in multitasking and maintaining structured workflows.
• Collaborative team player with a positive and adaptable attitude.

Other Qualifications

• Valid Driver's license with acceptable driving record.

Physical Requirements

The physical demands listed are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. Modified “light duty” restrictions may be arranged as needed and when available for job-related injuries or illnesses.

While performing the duties of this job, the employee is regularly required to walk on normal surfaces and sit;
use hands for writing and keyboarding. The employee is occasionally required to lift, carry, and/or push up to 25 to 30 lbs., stand, stoop, bend, and reach/stretch. Specific vision abilities required by this job include visual
acuity sufficient to read a computer screen and paper documents. Acute hearing is necessary for phone and in- person communication with fellow employees and other contacts.

Working Conditions

This position typically functions in a business environment with occasional trips into the warehouse, lab, and production areas. There will be exposure to moderate noise levels, fumes, dust, chemicals, heat/cold, and allergens especially in the warehouse, and production, environments.

EEO Policy Statement:

Gusmer Enterprises, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Gusmer will also consider requests for reasonable accommodations made by applicants and employees on an individualized basis, including those based on disabilities and sincerely held religious beliefs, where such accommodations do not impose an undue burden on the business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.