Administrative Assistant 3

Millenniumsoft; Canaan (CT); On-site; USD 33,000 - 47,000; Full time

Job summary

Millenniumsoft in Canaan, CT is looking for an Administrative Assistant 3 on a 5-month contract (W2) for a 40-hour workweek. This is a 1st shift role with a pay rate of $29.21 per hour, and the assignment requires US work authorization.

The position supports the assigned work team with a range of administrative duties, including budgeting assistance, record maintenance, generating reports, scheduling meetings, coordinating site events, and maintaining calendars.

Responsibilities

• Support assigned work team with administrative duties
• Assist with budgeting, record maintenance, and generating reports
• Schedule meetings, coordinate conferences, and manage calendars
• Handle timekeeping and payroll-related tasks
• Serve as administrative liaison with internal and external stakeholders
• Maintain supplies, badges, lockers, and office equipment

Job description

Position : Administrative Assistant 3

Location : Canaan, CT

Duration : 5 Months

Total Hours/week : 40.00

1st Shift

Client : Medical Devices Company

Job Category : Administrative/Clerical

Level of Experience : Entry Level

Employment Type : Contract on W2 (Need US Citizens or GC Holders or GC EAD or OPT or EAD or CPT)

Note:

Pay rate: $29.21/hr

Working Hours: Monday-Friday 07:30 AM to 04:00 PM

Job Description:

Administration is responsible for performing a variety of administrative activities in support of their assigned work team. May assist executives in budget preparation, record maintenance, and generating reports regarding operations, personnel changes, etc. Uses company software to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance work flow. Serves as administrative liaison with others within and outside the company regarding administrative issues.

Administrative

• Book off-site meetings.
• Coordinate breakfast and lunch arrangements.
• Reserve conference rooms and coordinate meeting setup.
• Manage Cintas services, including ordering smocks, assigning lockers, and updating spreadsheets for new hires and terminated employees.
• Manage personal lockers by cleaning out lockers assigned to terminated employees, assigning lockers to new associates, and maintaining the locker tracking spreadsheet.
• Order office, kitchen, and meeting supplies.
• Coordinate and order company swag for holidays, employee events, and other special occasions.
• Plan and coordinate site events for Canaan, including but not limited to Town Hall meetings, Service Award Ceremonies, Social Investing events (twice annually), food and toy drives, Breast Cancer Awareness events, and other employee engagement activities.
• Maintain and update leadership vacation/PTO calendars and event/meeting calendars.
• Monitor kitchen and coffee station supplies, replenishing coffee and related items from the Parts Crib as needed.
• Issue, track, and deactivate employee and visitor badges.
• Complete off-roll processing forms and provide them to Julie. Ensure smocks and personal lockers are removed, Cintas are notified of employee terminations, and all tracking spreadsheets are updated accordingly.

Timekeeping

• Enter and maintain employee time-off records, including Vacation, PTO, Holidays, Bereavement, Shift Swaps, and other timekeeping adjustments.
• Assist associates with timekeeping questions and report requests.
• Follow up with supervisors regarding missing forms, approvals, and timekeeping clarifications.
• Review and enter all employee exceptions submitted on exception sheets.
• During payroll processing weeks, arrive at 6:00 a.m. twice per week to finalize and audit employee timecards before submission.
• Providesupport when needed to address timekeeping and payroll-related matters.
• Review employee timecards 3-4 times per week and code any missed time as Unexcused Unpaid.
• Maintain and update the MAP and Molding vacation calendars. Post the MAP calendar on the bulletin board and ensure Vacation Request Forms, Holiday Schedules, and Payroll Schedules are stocked and readily available.