ABOUT THE COMPANY:

Workplace Solutions, Inc. is a HCM (Human Resource Consulting and Payroll Service Company) located in the heart of downtown Modesto, CA.  We are currently seeking to hire a qualified, highly motivated, experienced individual for the position of HUMAN RESOURCES OFFICE ADMINISTRATOR

SUMMARY OF RESPONSIBILITIES:

The HUMAN RESOURCES OFFICE ADMINISTRATOR is an essential member of the team in ensuring clients receive premium service, create satisfaction and expand their use of services.  The HUMAN RESOURCES OFFICE ADMINISTRATOR is responsible for tracking and managing our HR administrative activities with the Company’s clients, prospects and employees of our clients.

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.

HUMAN RESOURCES AND PAYROLL JOB DUTIES

• Onboard and Offboard New Hires
• Maintains employee confidence and protects operations by keeping human resource information confidential.
• Maintains quality service by following organization standards.
• Organize all HR department records.
• Submits employee data reports by assembling, preparing, and analyzing data.
• Assists with employee verification requests by forwarding the appropriate documentation to the payroll coordinator for review and completion
• Maintains employee information by entering and updating employment and status-change data.
• Maintain several HR spreadsheets related to workers compensation, LOA, terminations)
• Coordinates training to ensure that all employees are up to date with required training for their position
• Processes documentation relating to personnel activities (staffing, training, grievances, performance evaluations, etc.)
• Responds to inquiries regarding policies, procedures, and programs.
• Administers performance review software to ensure accuracy and effectiveness.
• Understands and assist with administering benefit plans with clients such as life, health, dental, vision, and disability insurances.
• Assist with open enrollment activities/presentations; ensures that all employees review and understand the paperwork needed for benefit enrollment/changes.
• Assist with health billing reconciliations.
• Assist with employee separation documentation, and conducts exit interviews to determine reasons behind separations.

INSURANCE AND PAYROLL SUPPORT

• Assist with health insurance and open enrollment process.
• Assist with obtaining certificates of liability from insurance companies.
• Assist in Workers Compensation processes, applications and claim management.
• Assist in Leave of Absence processing and mailings.
• Issue and track safety meetings through software.
• Assist by providing payroll information by collecting time and attendance records as needed.
• Assists in payroll preparation by providing relevant data (absences, extended leaves, etc.).

GENERAL OFFICE

• Customer service, both in-person and by telephone.
• Telephones: Screen and direct telephone calls; take and relay messages through voicemail system; answer questions from clients and their staff.
• Clerical support as necessary, including filing, faxing, copying, collating, and shipping. Arrange for outgoing mail and packages to be picked up.
• Office supplies: Order and maintain department supplies and equipment.
• Maintain multiple Outlook calendars and recurring meetings; prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed.  Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as liaison between the Company and Client.
• Schedule meetings and arrange conference rooms. Alert manager about cancellations or new meetings.  Includes GoToMeeting Scheduling and Setup.
• Plan Company outings, meeting or tradeshow events.
• Assemble business data needed for meetings.
• Updating and maintain mailing lists, databases, contacts, etc.
• Maintain hard copy and electronic filing system.  Maintain file folders and create project or client files.
• Utilizes advanced Microsoft Office skills and other technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendars, emails and other technical applications in order to update and maintain systems and files necessary to support information requirements of CEO/President.
• Drafts confidential correspondence, edits documents, takes and transcribes minutes of meetings, and performs other administrative and secretarial duties. 
• Proofread documents and materials and correct as necessary and/or compose routine correspondence using predetermined formats.
• Project Coordinator of the Company’s project management system, including but not limited to workflow processes, project deadlines and reporting on project deadlines.  Prepare statistical project status reports as required.
• Assist with preparing client payroll processing package.

BUSINESS OPERATIONS

• Prepare new business quotes. Create, send and prepare marketing literature.
• Social media management.
• Manage annual marketing calendar.
• Assist with development of marketing materials and messaging.
• Filing of A/P, A/R documents.
• Perform other duties as assigned.

RECRUITMENT SUPPORT

• Involved in client recruiting projects.  Post job openings on boards,  screen resumes, interview coordination and client updates.
• Substantiates applicants' skills by administering and scoring tests. (i.e., notify candidates of application/employment status; verify licenses/certifications).
• Coordinate post-offer pre-employment physicals, or other screenings as may be required. Complete orientation and on boarding process i.e. complete paperwork; review benefits and company perks, provide company handbook, and provide any knowledge the employee needs to get started their first day.
• Be a general point of contact regarding any new hire questions or concerns.

CORE COMPETENCIES, KNOWLEDGE AND SKILL REQUIREMENTS

• Experience and general knowledge of Human Resources.
• 2 years’ experience working in an accounting, law, insurance, real estate or similar environment.
• Executive administration or Office Administrator experience desirable.
• 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 orientation, 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.
• Strong oral and written communicator; detail-oriented with a commitment to accuracy.
• 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.
• Outstanding attention to detail and thoroughness in reviewing projects and proposals.
• 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 including: fax machines, copy machines and other equipment as necessary.
• Strong PC experience and demonstrated proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and on-line meeting applications.
• Strong character traits required including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, and honesty.
• Bilingual (English/Spanish) preferred but not required.

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Must be able to work at a computer terminal for long periods of time.

EQUAL OPPORTUNITY

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.

COMPENSATION AND WORK HOURS

Starting Wage DOE.  Monday through Friday 8:00 a.m. to 5:00 p.m., Holidays, Vacation, Sick, Medical, Dental, Vision, Life, IRA w. Match Program