Job Listing Title :

Office Services / Human Resources Coordinator - UFCW & Employers Trust, Benefits Administration, CONCORD CA

Job Listing :

Established in 1957, UFCW and Employers Trust, LLC, also known as the Trust Fund Office, is one of the top 500 largest retirement funds (managing over $4.

2 billion in assets) in the USA. We administer health plans and pension benefits for over 230,000 participants at 116 employers throughout Northern California and Hawaii.

We serve the grocery food market and retail pharmacy industry consisting of essential workers from employers like Safeway, Save Mart, and Raley’s.

The Trust Fund Office administers several multiemployer plans; an employee benefit plan maintained under multiple collective bargaining agreements.

Our Taft Hartley plans are governed by strong Boards of Directors consisting of Union and Employer industry leaders (as Trustees) with a fiduciary focus and care for our Membership and their families.

Our mission is to provide exceptional benefit administration to those we serve : our Members, Dependents, Local Unions, Employers, and Service Providers.

WHAT WE ARE LOOKING FOR IN AN IDEAL CANDIDATE :

• Willingness to learn
• Having the ability to prioritize tasks
• Embraces teamwork

WE OFFER

• Competitive Pay
• Full benefits package (medical : Kaiser or Blue Shield, dental, vision, life insurance, death benefit, employee member assistance program) with no premiums for employees and low premiums for dependents
• Defined Benefit Pension Plan
• 401(k) match and individual consulting with pension consultant
• Generous Paid Time Off (starting at 2.6 weeks up to 5.6 weeks) and Sick Time
• Generous holidays (11.5 paid days per year)
• On-site free gym in Concord
• Complimentary coffee service everyday

The adjacent Veranda Shopping Center (www.shoptheveranda.com) is within walking distance and has a variety of restaurants, retail shopping, and events.

OUR CULTURE

• Our mission to provide exceptional benefit administration for essential workers is what drives us. What we do matters and touches the lives of over 228,000 participants who work for 116 entities.
• We have been in business since 1957 and are expanding. Come grow with us!
• Average employee tenure of 10 years
• Culture of recognition
• Variety of paths for career advancement
• Exciting events
• An amazing team of professionals to collaborate with and learn from!

JOB SUMMARY

Performs the day-to-day administration and coordination of various office administration duties, including facility and general maintenance services.

Administers, coordinates, and processes various Human Resources functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serves as primary point of contact for various vendors and providers such as building management company, providers of water, coffee, vending machines, furniture, document shredding vendor, etc.

Acts as a liaison between building management and departments regarding requests. Coordinates, monitors, and tracks all service requests.

Orders, re-orders, and stocks supplies as needed. Schedules office maintenance activities (carpet cleaning, chair cleaning, etc.

Works with vendors to coordinate work schedules and facilitate access.

Responsible for HIPAA security compliance (i.e. tracking of access cards, keys, etc.) to include maintaining access control activities as it falls under the office services area.

This includes ensuring appropriate authority prior to issuing cards / keys, ordering replacement keys as needed, recovering keys from departing personnel, reporting any failure to recover or lost / stolen access cards / keys, securely storing unassigned keys, etc.

Creates and keeps standard operating procedures up to date.

• Coordinates employee onboarding and off boarding as it relates under office services (i.e. IT on boarding / off boarding, setting up and turning off building and suite access cards and keys, set up office / cubicle, etc.)
• Assists Senior Director in annual budget as it pertains to office services.
• Assists with recruitment processes to include : collaborating with recruiter, posting job announcements, sending and retrieving applications and surveys, coordinating testing, tracking applicants, scheduling interviews, preparing interview materials, and preparing orientation materials.
• Coordinates employee events (e.g. employee luncheons, monthly birthday cake, retirement recognition celebration, etc.)
• Drafts and distributes employee communication documents related to office such as building information, memo’s related to current office issues, employee events, birthday / anniversary flyer, new employee / promotion announcements, etc.
• Orders ergonomic equipment as needed. If needed, coordinates third party vendor ergonomic evaluation.
• Drafts and orders business cards working with vendor.
• Draft and distributes milestone anniversary awards.
• Coordinates and distributes birthday cards.
• Performs first aid kit checks and orders supplies.
• Seeks approval and coordinates office or cubicle moves. Updates seating charts.
• Processes discipline records and if applicable sends to appropriate third parties.
• Processes grievance files for Generalist or Director review.
• Assists with summary sheets regarding employment matters.
• Distributes incoming and outgoing Human Resources mail.
• Orders and maintains Human Resources supplies.
• Assists with Human Resources meeting preparation (scheduling conference rooms, sending calendar invites, preparing sign in sheets, printing meeting materials, etc.)
• Assists with filing, copying, and scanning for Human Resources department.
• Coordinates and administers special projects as needed.

MINIMUM JOB REQUIREMENTS

• High school diploma (or GED) and up to 1 year of related experience.
• A combination of appropriate education and experience may be substituted for the minimum education and experience requirements.

PREFERRED QUALIFICATIONS

Experience in a collectively bargained environment.

KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS

• Working knowledge of practices and procedures relating to office services maintenance.
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with co-workers.
• Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners, calculators, and telephones.
• Ability to apply sound judgment, resolve problems, make effective decisions, and act with integrity.
• Ability to comprehend, process and apply both verbal and written skills appropriate to the job.
• Ability to accurately organize and maintain paper documents and electronic files.
• Ability to detect basic errors and make corrections as directed and under established procedures.
• Ability to work effectively in a team environment.
• Ability to handle confidential information with discretion and tact.
• Ability to resolve issues in a timely manner.
• Ability to plan, develop, and coordinate multiple projects.
• Proficiency in English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, etc.
• Proficiency in the use of (or ability to learn) personal computer software or systems applicable to the essential functions of the job, which may include any or all of the following : email / calendar software, internet / intranet browsers, word processing, spreadsheets, database software, and various systems or software used by office.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands 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.

Work is performed in a standard office environment with possible minor inconveniences due to occasional noise, crowded working conditions, and / or minor heating, cooling, or ventilation problems.

While performing the duties of this job, the employee is required to :

• Sit (regularly)
• Stand or walk (occasionally)
• Talk or hear (regularly)
• Use hands to finger, handle or feel (regularly)
• Reach with hands and arms (regularly)

Vision abilities required by this job include close vision and the ability to adjust focus. The employee is regularly required to lift and / or move up to 10 pounds and may occasionally be required to lift and / or move up to 30 pounds (such as a box of paper).

This position is subject to a pre-employment negative drug screen and satisfactory completion of a background check and reference checks.

The salary range for the role is $66,332-$78,025 per year.

Last updated : 2024-05-23