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Position Description
This is a part-time hourly position. You will be scheduled for approximately 20 hours per week. The basic work week will be from 12:00 pm to 4:00 pm Monday through Friday, although some flexibility in work schedule will be required, and additional hours may be assigned due to the need to coordinate activities other staff members requiring assistance.
The job responsibilities consist of assisting the Corporate Officers and Directors with Human Resources and Office Management tasks:
Human Resources Tasks
Time keeping
Processing timesheets as needed, and submit weekly summaries for payroll processing.
Track paid time off: take sick day call offs, and track holidays, sick days, vacation days, comp. time, etc. to determine who is in or out of the office on any given day. Assist in the timely collection of timesheet data.
Employee records
Coordinate all new hire/termination documentation: I-9 forms, etc.
Maintain employee personnel files.
Employee Policy Handbook
Research Federal DOL and WA state L&I regulations regarding company pay and benefit policies, and provide commentary on policies proposed by the Board of Directors.
Produce and distribute copies of the Handbook to all employees and assist with In-service training presentations concerning company policies and benefits.
Employee Benefits
Administer all employee benefits, including, but not limited to medical, dental, vision, retirement, section 125, and life and disability insurance
Communicate with benefit plan brokers, providers, vendors, TPA and consultants for services, premiums, and plan administration.
Retirement Plan Administration
401(k) plan enrollment and terminations, change reporting, distributions and compliance
Provide support and communication to plan trustees and participants
Company group activities
Plan and organize company group activities, such as Company BBQ, Company Holiday Party
Office Management
Reception
Answer phones
Greet visiting clients
Maintain phone lists and develop a Global Phone directory based on contact business cards.
Forwarding e-mails from CDI website contact e-mail accounts to appropriate personnel for further processing or reply.
Office Support
Negotiate with office service and supply vendors, including rents and utilities
Ordering office supplies
Maintaining office equipment: loading printers with ink and paper, filling staplers, etc.
Travel Assistance
Assist field engineers with travel arrangements and accommodations
Assist field engineers with passport and visa applications and obtaining work permits
Marketing
Copy and assemble marketing brochures
Commercial Insurance
Initiate renewals
Complete applications
Assist with audits
Refreshments
Maintaining an adequate supply of coffee and water cooler bottles.
Ordering and/or picking up lunches for meetings with visiting clients
Picking up Friday treats: cookies, donuts, fruit
Petty Cash
Record Petty Cash fund expenditures as they occur.
Petty cash is mainly used for locally sourced office supplies, refreshments, etc.
File system organization
Assist in maintaining the Accounting and HR Filing System.
Other tasks will be assigned by the Officers and Directors on an as-needed basis.
This position requires
A good attendance record.
Excellent communications skills.
A working knowledge of Word, Excel and Outlook.
An Associates degree in Small Business Administration, or
2+ years experience in Office Management or HR practices.
Experience in making foreign travel arrangements is a plus.
Experience with Quickbooks is a plus.
