Administrative Assistant

Are you a people and community-focused individual driven by helping others succeed? A2Z Personnel is looking to fill an essential role focusing on administrative support for employment activities within our organization. Our environment welcomes an optimistic, active, consistent person who brings fun and reliability to our team.

Expectations:

• Adhere to and Contribute to the Company Philosophy, Values, Mission Statement, and Culture.
• Understand and adhere to:
• Business Development: Values and Growth Plan
• External Employee Handbook
• External Safety Handbook
• The Client and Bill Rate Agreement
• Understand and be able to relay Benefits and Incentive Plans.
• Maintain a “Local Professional” and clean appearance.
• Provide outstanding customer service and interactions.
• Engage in Quarterly Review with participation in professional growth and focus on skill development.
• Demonstrate dependability by being at the office on time and staying throughout the shift.
• Communicate the need for time off with as much prior notice as possible and with flexible problem-solving.

Specific Job Tasks & Duties:

• Maintain compliant and accurate digital filing within the mandates of Federal and State law and as guided by best practices expressed through ASA.
• Completion of reference checks for Applicants.
• Write thank you notes to Clients.
• Gather and calculate timecards and adjust the pay status of employees if needed to ensure employee is paid.
• Maintain weekly job board in the front office.

General Job Tasks & Duties:

• Checks email and voice messages throughout the day.
• Greet and provide positive, effective customer service by utilizing eye contact and an engaging voice.
• Answer phone calls and emails promptly and cheerfully. If possible, engage individuals in problem-solving before forwarding callers to a co-worker.
• Foster positive relationships and interactions with Applicants, Employees, Customers, Community Members, and Teammates.
• Communicate messages to co-workers and supervisors in a clear, timely, informative, and legible manner. Utilize email, calendars, and computer systems professionally and competently.
• Front Office Management- maintain a clean and welcoming area, restock supplies for Applicants and Clientele, ensure needed paperwork is readily available, manage incoming and outgoing mail, deliveries, pick up, and other engagement with community members, as needed.
• Oversee Upstairs Space Management- ensure a tidy, organized space is maintained and supplied.
• Understand software and data management systems to efficiently support Applicants, Employees, Clients, and Teammates.
• Update Employee and Client digital files, and notes as needed.
• Provide Applicants, Employees, and Clients with standard paperwork and instructions. Review and encourage appropriate corrections or directions to complete documents appropriately. Scan and attach all documents to the digital file.
• Ensure potential and ongoing Clients have completed the Client and Bill Rate Agreement and understand the Timecard/Invoicing protocol.
• Bill Rate Configurations.
• Assist and provide backup to the Employment Coordinator.
• Take Job orders from clients, ensuring that paperwork is completed.
• Coordinate and fill job assignments.
• Employee follow-up to ensure they have the job assignment information, information relating to ongoing job placement, time off requests, updating forms, and all other ongoing communication.
• Customer follow-up to ensure that the Employee has arrived on time, is meeting and continues to meet the Client’s expectations, discusses opportunities for additional placements, and answers billing/invoicing questions.
• Monitors and responds to the Employment Coordinator’s email when out of the office for extended periods of time.
• Provide On-Call services as scheduled with efficient and timely responses.
• Enter On-Call notes and communicate activities to appropriate office colleagues.
• Assure the completion and accuracy of Applications, Handbooks, and other Employment and Client-related paperwork through sufficient instructions and guidance in line with Company Guidelines.
• Create digital files for Applicants and Clients.
• Distribute paychecks, notices, and information to Employees compliant with Company Guidelines.

Qualifications:

• High School Diploma or GED equivalent
• Computer literacy and understanding of Microsoft Suite (Word, Excel, Outlook, etc.)
• Extensive interpersonal skills
• Experience in data entry
• Experience in customer relations
• Experience in job development, assessment, and coordination, a plus
• Sales and marketing experience, a plus

What can you expect:

• An engaging and dynamic work environment that prioritizes:
• Respect
• Communication
• Professional development, and encourages individuals to have and to work for personal goals
• Opportunities for:
• Education
• Certification
• Skills development, and professional networking
• Benefits:
• Health Insurance
• Retirement Savings Plan with a Company Match of 3%
• Paid Personal Time Off

Job Type: Full time, Monday-Friday 8 am - 5 pm

Overtime required – On-Call services and after-hours/weekend events

Wage: $DOE

Job ID: 18793

Call A2Z Personnel in Hamilton (406) 363-0723 or Stevensville (406) 777-1662 for information regarding this position or to ask about our benefits, which include health coverage, retirement savings, and personal paid time off.

A2Z Personnel is an equal opportunity employer and is committed to promoting a diverse workplace. Applicants are considered for employment 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. 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. The agency provides reasonable accommodations upon request to individuals with disabilities during all phases of the employment process including the hiring process.

For more information view the Equal Employment Opportunity Poster and Americans with Disabilities Act Notice or visit: https://www.eeoc.gov/employees-job-applicants.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

People with a criminal record are encouraged to apply

Ability to Relocate:

• Hamilton, MT 59840: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $19