What are the responsibilities and job description for the Administrative Assistant HR/AP position at Tedesco Pacific Construction, Inc.?
Job Description Summary
The HR/AP Assistant is responsible for the assigned daily Accounts Payable, Human Resources, and general office tasks. Assists Accounts Payable and Human Resources with data entry, applications, hiring documents, general office admin tasks, and assists in other departments as needed. They will foster good relationships with vendors, customers, and employees. They will work independently and in a team when needed. The Administrative Assistant will be reliable, timely, attentive, and have a high level of communication. Reports to Senior Manager and will work directly with the Accounts Payable Specialist.
Requirements:
Skill, Knowledge, and Abilities
- Bilingual Spanish/English
- Attention to detail with efficiency and speed.
- Able to multitask and switch between tasks quickly.
- Ability to recognize your own errors and find solutions to prevent them.
- Requires a high level of reading, writing, spelling, and communication skills.
- Computer skills including Excel and Word.
- Ability to learn new programs quickly.
- High school diploma or GED Equivalent.
- Two or more years of related experience.
- 18 years or older.
Preferred but not required:
- Knowledge of Sage 300 Construction Accounting Software, Timberscan, and Paycor
- Knowledge of GL & Cost Accounting
- General understanding of HR, Business, and Tax Laws
- Bachelor’s degree in related field
Physical
- Body Positions – Long periods of sitting and/or standing while working on a computer.
- Body Movements – Ability to stoop; kneel; carry fifty (50) pounds; operate a computer for extended periods; and operate a scanner, printer, and phones. Ability to walk briskly from one room to another.
- Body Senses – Ability to obtain, understand, and follow through with information by listening, talking, seeing, or reading.
- Mental – Requires general understanding of math, accounting, reading, writing, spelling, and communication skills. Able to maintain calm and efficiency under pressure. Ability to get along with a variety of personalities.
Working Conditions
Primarily an office environment with varying amounts of noise and quiet throughout the day. Environment may require proximity to vehicles and equipment for brief times. Require periodic extended hours to meet monthly, quarterly, and annual deadlines.
Essential Functions
The basic functions of the Administrative Assistant is to complete accounts payable invoicing; update and maintain hiring platforms; onboarding and hiring; general office tasks with the highest quality, efficiency, and productivity; and assisting Human Resources and Accounts Payable with assigned projects. To maintain an expansive amount of job knowledge, reliability, and creativity. To use good judgement at all times and foster good relationships.
Responsibilities and Duties:
General Office Tasks
- Maintain front office, back up Accounts Payable Specialist and Senior Manager.
- Maintain supply ordering and organization.
- Listen to messages on main phone/transfer.
- Assist walk in customers, vendors, or employees and direct as needed.
- Keep front office and other common areas tidy and organized.
- Maintain confidentiality of employees, coworkers, vendors, and customer’s information.
Account Payable
- Process, data enter, cost code, and route invoices with extreme attention to detail, high quality, and efficiency.
- Reconcile monthly vendor statements, addressing issues as needed.
- Track and Request vendor Insurance Certification. Escalating when necessary.
- Tracking work hours and billable rate for Temporary labor vendor’s.
- Complete additional tasks requested by Senior Manager or Accounts Payable Specialist.
Human Resources
- Interact directly with employees and potential employees.
- Maintain confidentiality in accordance with Federal and State Laws.
- Accept and manage applications, assisting applicants when requested.
- Maintaining and updating new hire packages as needed.
- Onboarding and hiring of new employees.
- Collect and reconcile weekly payroll hours.
- Prepare monthly birthday cards for field and office employees in a timely manner.
- Prepare, mail, and track Safety Sheets, providing monthly copy to Project Manager.
Other Misc. Duties
- Maintain and create necessary documents and supplies for field managers including MSDS, Safety binders, First Aid Kits, and any other necessities that arise.
- Maintain and collect monthly vehicle mileage.
- Assist with any other department tasks and duties as needed such as scanning, organizing, mailing, printing, filing, and translating.
- Backup any office absences as needed.
Measurements of Performance
Quality, Productivity, Job Knowledge, Reliability, Attendance, Independence, Creativity, Initiative, Adherence to Policy, Interpersonal Relationships, and Judgement.
