Office Manager

MaxSent is seeking an Office Manager; this position will assist in supporting the overall day-to-day functions of an FPS Protective Security Officer contract. Located in Billings, Montana

Duties will include billing, invoicing, and personnel file maintenance. Work may involve responsibility for receiving, reviewing, and entering personnel actions and information updates in a computerized Human Resource System (HRIS), processing payroll transactions, explaining and calculating pensions and benefits information, and communicating information to employees, and departmental representatives.

The position requires excellent customer service when working with internal and external customers. This position will also be responsible for general office administration and reception coverage.

Essential Functions:

• Processes payroll data, resolves errors, and ensures accuracy of payroll within the required time frame.
• Assist with processing/verification/distribution of payroll
• Assisting with recruitment activities
• Research and resolve payroll issues while providing the top level customer service
• MaintainingHR/ payroll confidentiality
• Executes weekly audits of employee timesheets, corrects, and contacts employees or supervisors with any discrepancies.
• Interacts with employee population for HR/payroll-related questions and assists with answering employees' questions via phone, email, and in person.
• Receives and checks each timesheet for accuracy, days/hours worked, leave availability, and leave transmittals with doctor's certificate when required
• Submits timely and accurate invoices
• Audit the accuracy of billing information entered into the system and monitor the operation of billing systems
• Maintains HR Personnel files in an orderly and complete form.
• Maintains applicant documentation and assists in new hire/ onboarding procedures.
• Serve as point of contact for external and internal clients. Receive phone calls and visitors.
• Responsible for resolving customer service issues that may arise.
• Compose, type, and distribute meeting notes, and routine correspondence.
• Create spreadsheets, presentations, and reports in support of assigned departments.
• Schedule and confirm meetings/appointments. Maintain scheduling and event calendars.
• Prepare and finalize a variety of reports to support and meet government reporting requirements.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine correspondence and emails
• Responsible for maintaining office supplies. Help perform period stock inventories and procure supplies as needed
• Perform various duties including, but not limited to file maintenance, work space, and general/common area cleanup.
• Maintain office supplies, process office supply orders, and distribute supplies as needed.
• Performs general office administration to ensure smooth operation in the office
• Directing and coordinating office services and related activities
• Responsibility for copier projects, mail handling, supplies control
• Assist management with audits
• Performs special projects as assigned
• Other duties as assigned.

Required Education and Experience:

• Graduation from high school and two (2) more years of experience in administrative support work, including data entry, payroll, Human Resources, and customer service.
• Bachelor’s degree or Associate equivalent preferred.
• Extensive computer and Microsoft Office skills
• Ability to manage multiple issues, emails and tasks, and ensure prompt feedback
• Experience working with union contracts
• Knowledge of MT employment labor laws and practices
• Interpersonal skills necessary to communicate with a diverse group, staff, and clients and provide information with ordinary courtesy and tact while maintaining strict confidentiality by phone, in person, and by email.

Annual Salary- $60,000

MAXSENT IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER. THE COMPANY SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT BECAUSE OF RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION, GENDER OR GENDER IDENTITY, NATIONAL ORIGIN, AGE, DISABILITY, PROTECTED VETERAN STATUS, MARITAL STATUS, GENETIC INFORMATION OR ANY OTHER FACTOR PROTECTED BY LAW.

Salary : $60,000