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This exempt position is responsible for coordinating all administrative functions including accounts payable/receivable, payroll, and human resources; perform related work as required.
ESSENTIAL FUNCTIONS
- The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification. Management may assign other functions not listed herein at its sole discretion.
- Thoroughly understands, implements, and ensures compliance with company policies, guidelines, and standard operating procedures (SOPs);
- Assists with information technology issues;
- Printers, Plotters, Cell Phones, iPads, GPS, etc.
- oversees all administrative functions;
- filings, copying mailing, office orders, shipping and receiving
- maintains schedule identified in office checklists;
- maintains time off calendar
- performs day-to-day administrative tasks such as maintaining information files and processing paperwork;
- On boarding documents, employment applications, etc.
- purchases, distributes, and stores supplies;
- Bathroom, kitchen, office, and utility
- manages inventory of PPE for all departments
- Ordering, inventory, distribution
- maintains office files
- provides operations support (e.g., inventory, chemicals, tools, etc);
- assists facilities management;
- coordination of services, ie janitorial, security, window cleaning.
- maintains phone system (e.g., purchase, extensions, address books, passwords);
- RingCentral,
- works with company software, Microsoft office suite, Google Suite, Dropbox and standard office equipment;
- supports HRG with the Company safety program (e.g., training documentation, audits, OSHA records);
- supports organization in company events;
- Maintains company-wide documents, forms, and documentation;
- supports field staff and office employees;
- utilizes computer skills, information technology, and MS Office applications effectively; and
- provides excellent service (e.g., accurate, complete, and timely) to clients, work-site partners, and company staff in a courteous and efficient manner.
- ensures that job-cost reports are completed on a timely basis and disseminated appropriately;
- supports HRG with New Employee Orientation sessions;
- keeps owner informed and current regarding all pertinent details in their department;
- analyzes internal processes and recommends and implements procedural or policy changes to improve operations, such as supply changes or the disposal of records;
- supports fleet management program (e.g., DMV registration renewals, smog completions, traffic tickets, impounds, enrolls new vehicles in Permanent Fleet Registration and tracks them accordingly);
- performs basic purchasing tasks (e.g., places routine orders, collects receivers and matches them to PO);
- provides excellent service (e.g., accurate, complete, and timely) to clients, work-site partners, and company staff in a courteous and efficient manner.
COMPETENCIES
- Accounting: Conducts accounting functions (e.g., enhancements billings, accounts payable/receivables, invoice coding); coordinates the payroll process; produces various accounting reports.
- Results Oriented: Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost, and quality; holds performance as more important than process; sets specific, measurable goals, and takes efficient action to accomplish success.
- Decision Quality: Consistently makes effective, timely, and sound decisions; solicits information from multiple sources prior to making a judgment; addresses goals, resources, and intangibles; considers implications and contingency plans associated with all decisions.
- Administrative Efficiency: Demonstrates highly-efficient time management skills; adept at multi-tasking to accomplish goals; generates purchase orders; places orders for job and office materials; produces enhancements proposals; applies support systems to ensure safety and efficiency.
- People Management: Responsible for staffing, training, and performance management; approves all paperwork; complies with all human resources procedures; views employees as assets.
- Customer Service: Consistently exceeds customer expectations; keeps customers well-informed, listens to them attentively, and addresses their concerns; enacts a personal approach to customer service.
- Interpersonal Skills: Treats others with respect, collaboration, and support in such a way that work relationships are improved and morale is increased; is approachable; has effective communication skills.
EDUCATION/EXPERIENCE
An example of the preferred education, training, and/or experience that demonstrates possession of the knowledge, skills, and competencies for this position includes: at least two (2) years of professional experience involving administrative support, office management, and organizational procedures.
ESSENTIAL PHYSICAL CHARACTERISTICS
The physical characteristics described here are representative of those that must be met by an employee to successfully perform the functions required by this job classification. Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the functions of this job classification, on a case-by-case basis.
Frequent: sitting, time spent on the telephone, repetitive use of hands to operate computers, printers, and office equipment, standing, bending, and stooping, twisting of waist side-to-side, turning and flexion of the neck, lifting and carrying objects weighing up to 50 pounds; normal manual dexterity and hand-eye coordination; corrected hearing and vision to normal range.
SPECIAL NOTES, LICENSES AND CERTIFICATIONS
Pre-employment: Incumbents must sign the Company Confidentiality, Non-disclosure, and Non-solicitation Agreement prior to their first day on the job.
License: A valid California class C driver’s license, which must be maintained throughout employment in this job classification, is required at the time of appointment. Employees in this job classification may be required to use their own vehicle.
Certifications: Though not required, possession of a Certified Notary Credential is preferred.
Language: Though not required, bilingual English and Spanish skills are desirable.
Working Conditions: Work is conducted predominantly in an office environment with associated noise, space, and computer screen exposure.
Background Investigation: Incumbents must have a reputation for honesty and trustworthiness. Misdemeanor and/or felony convictions may be disqualifying depending on type, number, severity, and recency. Prior to appointment, candidates are subject to a background investigation and/or drug test.
Introductory Period: Incumbents appointed to this job classification will serve an introductory period of three months.
KEY PERFORMANCE INDICATORS
The Key Performance Indicators for this position will be specified at the time of appointment.
Job Type: Full-time
Pay: $21-$25/Hour
Location:
Morgan Hill, CA
Schedule: Monday – Friday, 7:30am – 4:30pm
Benefits:
- Health insurance
Work Location: In person
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Balance Staffing is proud to be an equal-opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity Veteran status, or any other characteristic protected by federal or state law.