Administrative Assistant

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The Administrator Assistant provides essential administrative support to the Human Resources and Finance teams, ensuring accurate record-keeping, compliance, and smooth department operations. This role will manage HRIS data entry, assist with payroll and benefits administration, coordinate training logistics, handle accounts payable tasks, and support internal events and scheduling. The ideal candidate is highly organized, detail-oriented, and proactive, with strong administrative skills and the ability to manage multiple priorities.

Essential Functions:

Human Resources Support-

• Prepare, deliver, and maintain documentation for team members.
• Scan and enter employee records into HRIS and maintain personnel files.
• Conduct HR audits to ensure compliance with company policies and legal standards.
• Review and verify benefits invoicing for accuracy and process approvals.
• Training Administration: Schedule training, track attendance, and manage records.
• Develop educational materials and slides for training sessions.
• Actively engage in the Paylocity Online Community.
• Assist with planning and organizing company events such as picnics, parties, and outings.
• Other HR duties as assigned to support departmental needs and business objectives.

Finance Support-

Invoice Processing:

• Receive and review vendor invoices for accuracy, completeness, and proper authorization.
• Enter invoice data into Epicor.
• Match invoices to purchase orders and receipts, if applicable.

Payment Processing:

• Prepare and process vendor payments (checks, wire transfers, ACH).
• Schedule payments according to due dates and maintain vendor banking information.
• Ensure accurate payment records and maintain up-to-date accounts payable records.

Vendor Management:

• Communicate with vendors to resolve invoice discrepancies, payment issues, or missing documentation.
• Maintain vendor files, including W-9s, payment terms, and contact information.
• Reconcile vendor statements and resolve any outstanding issues.

Support & General Administration

• Serve as a Travel Coordinator, managing bookings, itineraries, and related logistics.
• Coordinate meeting schedules, materials, and agendas, including updates for leadership meetings.
• Plan and execute internal and external events (meetings, training sessions, company outings).
• Provide administrative support for special projects as needed.

Operations Support-

Job Traveler Documentation:

· Create and distribute Job Travelers for the operations team.

· Ensure accurate documentation for production processes.

· Coordinate updates with the operations team to maintain efficiency.

Skills & Competencies

• HR & Finance Knowledge: Familiarity with HRIS systems (e.g., Paylocity), training coordination, benefits, payroll, and accounts payable.
• Organizational Skills: Managing multiple priorities, meeting deadlines, and maintaining detailed records.
• Technical Proficiency: Microsoft Office Suite (Excel, Word, PowerPoint), HRIS/payroll software, and financial systems.
• Communication & Confidentiality: Strong verbal and written communication skills; ability to handle sensitive information with discretion.
• Problem-Solving & Initiative: Proactively identifies challenges and develops solutions to improve efficiency.

This role is critical to the efficiency of both HR and Finance operations and is ideal for a detail-oriented professional who thrives in a fast-paced environment.

Requirements:

1. High School Diploma or GED required. An associate's or bachelor’s degree in business is preferred.

2. 2 years of customer service experience desired.

3. Epicor and/or other ERP experience is a plus.

4. Must be proficient in Microsoft Office Suite; advanced knowledge of MS Excel is required.

5. Strong verbal and written communication skills.

6. Detail-oriented and works with a high degree of accuracy.

7. Ability to tactfully handle stressful and difficult situations.

8. Strong problem-solving skills.

9. Exceptional attention to detail with a strong focus on accuracy

Americans with Disabilities Specifications

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

Physical Summary

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use his/her hands, reach with hands and arms, climb stairs, balance, stoop, kneel, talk, or hear. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, depth perception, and the ability to adjust focus. Hearing capacity is necessary to maximize the ability to understand all verbal communication and react accordingly.