Office Assistant

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Job description

DEFINITION

The Administrative Office Assistant performs various administrative and professional work supporting Weatherly Casting & Machine Co. LLC's human resources, payroll, sales, and customer service programs. The incumbent independently prepares, conducts, and takes definitive action regarding processes and functions integral to the various department's missions. Work includes human resources, payroll, safety, sales, and customer service duties.

SUPERVISION RECEIVED: This position reports directly to the Human Resources Manager at the Ashland, PA, location.

SUPERVISION EXERCISED: This position is not responsible for the supervision of other employees.

ESSENTIAL FUNCTIONS OF THE POSITION

NOTE: An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor-level responsibilities performed on the job may not be listed. The expectation is that the following job functions will be completed on the following scheduled but not limited to:

Assist in the support of the Human Resources Department by being responsible for the following:

Supervisor support

Attendance tracking weekly

Preparation of disciplinary documentation for consistency - monthly

Employee communications

Retirement gifts/planning

FMLA Support

Non-union and union termination support preparation of letters; PA mandatory UC form

o Present with management during conversation

Creating, tracking, and posting job bids and awards

Attend Labor management meetings, take notes, and provide agenda

Support of grievances forward to HR Manager for Resolution or Settlement

MOU drafts

Probation extension tracking

Last Chance Agreements & Support

Seniority Lists monthly present to the union

Semi-annual and annual required information to USW

Open enrollment rollout

Benefits orientation & initial enrollment

HIPPA/PHI certified individual to review claims information

POC for questions from employee/spouse

Short-term Disability Support

LTD (only non-union) - Liaison for facilitation of claims & questions from the carrier

Attend and document Weatherly safety committee meetings provide agenda & take notes

Safety incident & Near Miss follow-up collection of accident reports and required notices

Reporting Workers Comp claims

OSHA recordkeeping recorded in Paylocity

Work with the HR Manager in coordinating Shoe Mobile's annual visit (Generally in August)

Forklift safety & recordkeeping

Annual MVRs

Run Seniority listing for vacation updates, monitor weekly

Monthly Points Reports for attendance

Recruiting

Management of requisitions for open positions

Phone Screens & Scheduling of interviews with hiring managers

Interview support

Creation of Offer letters

Rejection communications

Initiating and verifying Background checks

Schedule Pre-employment drug, alcohol & audiogram and silica test scheduling

Prepare electronic onboarding through Paylocity

Confirm onboarding completion by a new employee; Transition candidate to employee to HR & Payroll module in Paylocity

New hire orientation and safety training

Collection of company property post-termination

Security access terminations

Termination checklist

Exit interviews

Explanation of the COBRA process

Unemployment compensation Support (People Systems assists)

Track employee boot and safety glasses purchases, uniforms, and invoicing.

Track new hire probationary employees for union eligibility

Track employees out on STD or Comp for insurance owed

Monitor call in vacation days and fire calls

Order and track uniforms

Work with purchasing to stock office supplies

Payroll

o Process Union Hourly Payroll and Non-Union Hourly and Salary payroll, which includes:

Processing longevity pay

Weekly / Monthly attendance incentive payout

Production payout

New Hire Sign bonus and Employee Referral Bonus payout

Monthly medical opt-out payments,

Shoe and safety glasses reimbursement,

Union fee deductions and payment to union,

Child support withholding,

Benefit deductions,

Delinquent tax deductions,

STD 3rd Party Sick Pay,

Complete forms for PA Dept of Human Services and Unemployment

Update employee information as necessary

Expense report reimbursement

Odyssey

o Update hourly nonunion employees in Odyssey, adjusting time per 7-minute rounding rule, send to supervisor for approval

o Update Odyssey punch control and authority with supervisor changes

o Add new shift codes in Odyssey as needed

o Add new status and absent reasons as needed

o Assist supervisor with odyssey issues

Miscellaneous

o Scan documents into employee files in Paylocity

o Answer door, assist vendors/visitors, sort mail as necessary

o Replenish printers and copiers

Answers routine questions from employees, retirees, and the public or directs appropriate staff when necessary.

Regularly interacts with organizational leadership, employees, vendors, and affected individuals within and outside the organization to assist with completing general informational requests or directions to appropriate staff to provide the highest-level customer service.

Excellent communication and people skills with the ability to listen effectively, respond appropriately, and maintain mutual comfort while relating to a diverse workforce.

Strong ability to perform well and be unfailingly diplomatic in a high-pressure and complex environment.

Excellent critical thinking skills with the ability to envision and deliver innovative solutions.

High energy level, ability to multitask, establish priorities, and work independently.

Ability to establish credibility and be decisive.

Other job duties, as necessary. Performs related work as required.

An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor-level responsibilities performed on the job may not be listed. The duties listed above are intended only as illustrations of the several types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of state and federal labor laws and regulations and the ability to learn specific human resources rules and regulations.

Knowledge of computers and computer software, with the ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges.

Thorough knowledge of proper records management, retention of records, and cataloging of files.

Ability to maintain confidential and sensitive information.

Ability to prepare and analyze comprehensive reports, conduct assignments, and administer existing and proposed programs.

Ability to communicate effectively verbally and proficiently in writing with various employees, managers, labor unions, and the public.

Ability to establish and maintain effective working relationships with employees, supervisors and managers, other agencies, and the public.

Ability to manage stressful situations.

Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language may also be considered an acceptable form of communication.

EDUCATION & EXPERIENCE Associate's degree in human resources or business; and, A minimum of two years' experience working in an HR support position or, Equivalent combination of education and experience.
TOOLS AND EQUIPMENT Telephone, personal computer (including HRIS, word processing, spreadsheet, and other specialized software), calculator, fax machine, scanner, printer, and copy machine.
PHYSICAL DEMANDS While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. To successfully perform the essential functions of this job, an employee must meet the physical demands described here. Reasonable accommodation may be made to enable individuals with disabilities to perform basic functions.
WORK ENVIRONMENT

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee may occasionally enter the plant environment and be exposed to moving mechanical parts.
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