Patronus Systems Inc is a Federal Contractor - The Administrative Assistant is responsible for supporting the Human Resource and Accounting departments in all aspects of the departments (recruitment, new-hire implementation, interviewing, billing, and payroll), the Contract Manager in all aspects of Daily Operations (setting appointments, answering, and routing phone calls, making travel arrangements, processing training certifications, keeping confidential employee files), as well as for overseeing and/or facilitating various special projects independently. The administrative assistant serves as the principal liaison between the community and the corporate office for HR, billing, and payroll related issues. This position requires a VERY STRONG background in invoicing/billing for government contracts.

ESSENTIAL DUTIES AND TASKS:

· Enter and manage employee files and payroll data within HR/Payroll software.

· Review time and attendance sheets, wage computation, and other information to detect and reconcile payroll discrepancies.

· Review all new hire applications to ensure accuracy, enter applicant into eVerify, coordinate physicals, and obtain fingerprints for licensing purposes.

· Coordinate with corporate HR to process new hires through HR/Payroll software.

· Obtain, record, and forward Personnel Action Forms (PAF) for entry into HR/Payroll software. PAFs are used for managing employee info such as addresses, absences, FMLA, and termination requests. Notify FPS and FSO of all terminations.

· Maintain confidential employee personnel and medical files.

· Conduct candidate training of HR and Payroll processes. Assist employees with HR and Payroll related questions.

· Scan and send all 139s to COR each month sorted by building for billing review.

· Review, code, and forward billing documents monthly to the Accounting Department by the 5th of each month.

· Maintain/assist TAMS compliance for all employees on contract.

· Maintain spreadsheets required by COR including TAS, open post, and other reports.

· Generate weekly staffing reports for FPS, and other reports as requested. Draft and distribute monthly FPS meeting agenda. Record monthly meeting minutes.

· Forward all monthly credit card reconciliation reports for contract to accounting.

· Order uniform and equipment for contract employee use. Maintain stock on hand.

· Order office supplies for contract office and remote area supervisors/trainers.

· Post required contract documents (city licenses, vehicle registrations, etc.) and notify corporate office of upcoming expiration dates.

· Make travel arrangements for PSOs working outside of home service area with assistance from field supervisors

· Various other administrative duties such as answering phones, filing, faxing, and typing correspondence.

· Other duties as assigned.

EQUIPMENT/ COMPUTER SKILLS: Proficiency with computers and office equipment. Utilizing a variety of office software such as email, scheduling, word processing, database, and spreadsheet programs. Working knowledge ofcalculators, fax machines, photocopying equipment, voicemail systems, scanners, computers, and MS Office, especially Microsoft Excel, and other computer software.

MINIMUM QUALIFICATIONS:

· Must be a U.S. citizen

· At least 18 years of age

· High School Diploma or G.E.D.

· 5 years of experience in Administrative Support

· 5 years of invoicing/billing

· Knowledge of government contracting a plus

· Excellent verbal and written communication skills with staff and the public

· Strong interpersonal skills

· Must have courteous telephone manner

· Understand and follow standard operating procedures, to perform duties in a professional manner and appearance

· Good judgment decisions within proper policy and procedures

WORKING CONDITIONS (Physical/Mental Demands):

With or without reasonable accommodation, requires the physical and mental capacity to effectively perform all essential functions. In addition to other demands, the demands of the job include:

• Maintaining composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations.
• Must undergo and meet company standards for background and reference checks.
• Required ability to handle multiple tasks concurrently while prioritizing tasks
• Regular computer usage
• Handling and being exposed to sensitive and confidential information.
• May be required to use vehicle for the performance of duties.
• Regular talking and hearing.
• Occasional walking, reaching with hands and arms, stooping, kneeling, crouching and crawling.
• Frequent lifting and/or moving up to 10 pounds and occasionally up to 25 pounds.
• Close vision, distance vision, and ability to adjust focus.
• Time management skills, organization, and the ability to multitask
• Ability to remain calm and behave professionally in a busy office.

EOE/M/F/Veteran/Disabilities Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.
VEVRAA Federal Contractor *Priority referrals for protected veterans*
We participate in the E-Verify Employment Verification Program

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Invoicing/billing: 5 years (Required)
• Administrative: 5 years (Required)

Ability to Commute:

• Louisville, KY 40223 (Required)

Work Location: In person