Administrative Assistant

Interplace, Inc.; Los Angeles (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading company in Los Angeles is seeking an Administrative Assistant to perform various administrative and payroll duties. The ideal candidate will have a high school diploma, 2-3 years of administrative experience, and strong skills in communication, attention to detail, and confidentiality. This position offers a dynamic environment with opportunities to assist in various departmental activities.

Qualifications

• 2-3 years of experience in an administrative role.
• Proficiency in MS Excel, Word, and Outlook.
• Up to 2 years of Payroll experience.

Responsibilities

• Perform administrative duties and payroll management.
• Answer and direct incoming calls.
• Maintain office supplies and equipment.

Skills

Confidentiality

Attention to Detail

Communication

Diplomacy

Education

High school diploma or GED

Tools

MS Excel

MS Word

MS Outlook

ADP WorkforceNow

Job description

GENERAL POSITION SUMMARY
Performs all administrative duties including payroll administration and maintaining all related records and filing tax reports. Handles visitors and answers phone console lines. Directs visitors and calls to the appropriate parties. Sorts, distributes, and handles incoming and outgoing mail and shipping documents to requested locations. Maintain office supplies and equipments. Assist with in-house audit such as logging office keys and performs other general clerk duties. Works under minimum supervision and reports to a Manager.

ESSENTIAL JOB FUNCTIONS

ADMINISTRATION ACTIVITIES:
• Answers and directs incoming telephone calls to the appropriate personnel staff.
• Greets visitors and announces their arrival to appropriate staff member.
• Provides assistances on off-site storage and shredding of documents upon requests.
• Handles incoming and outgoing mail, including overnight mail and messenger service for pickup
delivery, including shipping and tracking international packages for DHL, UPS, and FEDEX.
• Maintains logs for parking validation tickets, for receiving and distributing keys hire/terminated
employees.
• Distributes incoming faxes and orders office and lunchroom supplies.
• Helps in the department’s ISMS activities such as key audits, ledgers, and others.
• Maintains office equipment, such as printer, copier, fax machine and post-meter.
• Processes new hire/termination on ADP and updates payroll data as instructed.
• Ensures all data and processes and procedures are accurate including checking for completion of timecards.
• Coordinate with ADP outsource specialist for payroll processing.
• Generates Time & Attendance periodical reports for approvals.
• Coordinate with Finance dept. for payments and state annual reports.
• Coordinate annual worker’s compensation audit.
• Performs other duties as assigned by management.

OTHER ACTIVITIES:
• Assists other departments, if needed.
• Performs other duties as assigned by management.
ESSENTIAL JOB REQUIREMENTS
EDUCATION NEEDED:3.3
• High school diploma or general education degree (GED) or equivalent combination of education
experience.

EXPERIENCE/MINIMUM QUALIFICATIONS NEEDED:
• Two to three years of experience in administration role.
• Up to 2 years of Payroll experience.
• Knowledge of ADP WorkforceNow.
• Ability to maintain confidentiality is mandatory.
• Proficient in MS Excel, Word, and Outlook.
REQUIRED JOB DIMENSIONS:
• Accuracy - Ability to provide accurate data and reports with few mistakes. Low error rate.
• Attention to Detail - Ability to accomplish work tasks through concern for all areas involved, no matter how small the detail.
• Diplomacy - Ability to successfully negotiate while exercising tact in dealing with internal and external personnel, customers and others, especially while under pressure.
• English Writing - Ability to provide clear expression of ideas in written English and in good grammatical form.
• Judgment - Develop courses of action and makes sound and mature business decisions based on factual information, logic, experience and intuition.
• Office Machine Usage - Ability to use typical office equipment (i.e., calculator, fax, typewriter, copiers, etc.)
• Planning & Organizing - Establishes a course of action for one’s self or for others to accomplish or attain a specific goal.
• Typing Skill - Ability to type at 45 wpm (good), 45-60 wpm (very good), and over 60 wpm (excellent).
• Working and Cooperating with Others - Working effectively with others for a common objective.

PHYSICAL REQUIREMENTS & WORKING

ENVIRONMENT:
• Eyesight/Vision - Requires vision abilities such as close vision, peripheral vision, depth perception, and the ability to adjust focus.
• Lifting ≤ 15 lbs. - Must be able to occasionally lift and/or move up to 15 pounds.
• Physical Sight - Able to read and analyze data in hard copy and on a computer screen; ability to measure or identify using eyesight.
• Telephone Communications - Able to communicate verbally using a telephone.
• Verbal and Written Communications - Able to communicate verbally and in writing to individuals and groups.
• Work Environment - Work is performed in a typical “white-collar” office environment and requires the employee to frequently sit. In addition, the employee is occasionally required to stand, walk, use hands and fingers and reach with hands and arms.
• Work Pressure/Stress - Able to handle job stress and work pressure from varying demands on one’s time; able to manage multiple work projects simultaneously.3.3The above position description identifies the essential job functions and skills needed by the person or persons assigned to this position. These job functions and skills are not intended to be a complete and exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made tenable individuals with disabilities to perform the essential job functions. The information contained herein is subject to change at the company’s discretion