Administrative/Operations - Administrative Assistant
Location
Battle Creek, MI | United States
Job description
Job Description: Title: Administrative Assistant
Job Family: Admin/Operations
Background Package: CBRE Standard Package-10 Panel Drug Screen
Bill Rate: XX28.48
Hours: M-F 8-5pm
Remote/Hybrid/In-Person: In-Person
Location: Battle Creek MI
Assignment Duration: 1 Year
Potential to convert to FTE, If so, what rate: Potential, no salary at this time
Resource's typical working day:
Administrative work
Opening mail
Sorting ITC Customer Deductions
Customer Payments
Vendor mail
Attention to detail
Data input into spreadsheets
Scanning of documents
Incoming Mail: This includes opening and sorting the mail. Packaging the mail that goes to other departments, scanning tax notices to myself then labeling each document scanned and saving to a folder in teams. Scanning checks from Ceridian then forwarding each scan to Payroll Garnishments with check information in the subject line. Processing any foreign service checks or Garnishment fee checks. Scanning any returned checks and emailing to processor for further instructions. Other miscellaneous things may come up, but these are the most common day to day things. Returned checks would also be included in this. Each returned check takes about 15 min's as a case needs to be created if no new address is on file and sent to Tier1 to contact employee.
Outgoing Mail: Print deposit forms and place with Ceridian checks for garnishments to send to PTP and process incoming checks for Payroll tax and mail these out.
Check Printing: Printing one check takes anywhere from 5-10 minutes depending on if it goes regular mail or overnight. This time includes getting the check number for the processor, printing the check, scanning the check to myself, entering the shipping information into the UPS system to generate label, and printing the label, forwarding the signed scanned check copy to the processor and Payroll banking, and emailing the shipping and tracking information to the processor.
Garnishment Letters: Any garnishment cases of termed employees or where there is no record of the person, must create letters/answers then print these and the envelopes as well as put notes in the case and send the case to Imaging.
HR Generalist Mail: Unemployment, Metlife, general HR documents
Years of Experience needed: 1+ Years of administrative experience required
Level of Education: H.S Diploma is required, but Associates or Bachelor's Degree is preferred
Systems/Software proficiencies: Microsoft Office Suite Experience is Required, and SAP Software knowledge is preferred
Certifications/Licenses: n/a
Top Must have Skills: General admin experience with scanning, documentation, and invoicing
Top Nice to have Skills: Associates or Bachelor's Degree, Experience with SAP Software, and prior experience with Suppliers/Vendors or supporting an HR professional.
Interview Process: 1 interview virtual and 1 interview in-person
Work Equipment Issued: Laptop
High school diploma or general education degree (GED) and a minimum of one year of related experience and/or training. Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. Requires general knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. Intermediate experience with Microsoft Office Suite. The purpose of this position is to provide business operations administrative support to a department and/or manager. Types, formats, and produces documents such as proposals, presentations, correspondence, and standard reports. Establishes and maintains record keeping and filing systems. Maintains calendar and contact database, schedules appointments, completes travel or conference arrangements and may arrange meetings and conferences for an assigned work group. May perform administrative duties specific to department such as, conducting research, updating databases, and preparing collateral materials for mass mailings. Completes expense reports and handles reconciliation of receipts for a designated work group. Responsible for opening, sorting, prioritizing and distributing inbound mail. Coordinates services for outbound mail. Answers phone calls with regards to inquiries, researching and resolving problems requiring knowledge of department policies and procedures. No formal supervisory responsibilities in this position. Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
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