Administrative Assistant II

Jobsultant Solutions; Cleveland (OH); On-site; USD 25,237 - 29,811; Full time

Job summary

A financial services organization is looking for an Administrative Assistant II to support the Payroll team. Responsibilities include managing payroll filings, organizing documents, and providing clerical support. The role requires at least 1 year of administrative experience and a high school diploma. Key skills include strong communication and organizational abilities, as well as proficiency in Microsoft Office tools. This is a hybrid position based in Oakland, CA, requiring in-office work 2-3 days a week.

Qualifications

• At least 1 year of administrative and/or clerical experience required.
• Ability to lift and move boxes weighing up to 25 lbs.
• Ability to work independently and as part of a team.

Responsibilities

• Converts paper files to electronic files using a copier or scanner and Adobe Acrobat.
• Sorts, saves, and organizes files for easy access.
• Creates and maintains databases and documents.
• Collects, files, and organizes payroll and other documents.
• Schedules meetings with Zoom and Outlook.

Skills

Oral and written communication skills

Organizational skills

Customer service

Time management

Attention to detail

Education

High School diploma or equivalent

Tools

Microsoft Word

Excel

Adobe Acrobat

Outlook

Zoom

Job description

About the job: Administrative Assistant II

As a member of the Payroll team in PHI's HR department, the Administrative Assistant is responsible for completing the payroll filing project and providing administrative and clerical support.

This is a time‑limited position that is expected to last 9 months. This is a hybrid position that requires working in the office in Oakland, CA approximately 2-3 days per week and working remotely the rest of the workweek.

Pay: $18.32 to $21.64 per hour. The typical hiring range for this position is $18.32 to $21.64 per hour (with an approximate annualized salary of $38,100 to $45,005 based on 100% FTE). The starting wage is determined based on the candidates' knowledge, skills, and experience.

Employment Type: Full Time

Essential Duties & Responsibilities

• Converts paper files to electronic files using a copier or scanner and Adobe Acrobat.
• Sorts, saves, and organizes files for easy access, following rules and ensure compliance.
• Creates documents, creates and maintains databases.
• Collects, files, and organizes payroll and other office documents, such as reports and highly confidential records.
• Files digital documents, including encrypted documents and email correspondence.
• Schedules meetings with Zoom and Outlook.
• Transcribes or takes notes during meetings. Creates meeting agendas, minutes, and memos.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Answers questions and provides customer service to PHI employees via phone and email.
• Other duties as assigned.

Minimum Qualifications

• At least 1 year of administrative and/or clerical experience required.
• High School diploma or equivalent.

Other Qualifications

• Good oral and written communication skills. Strong grammar and spelling.
• Strong organizational, filing, and time management skills.
• Great customer service skills, including a personable and positive attitude.
• Good working knowledge of Microsoft Word, Excel, Adobe Acrobat, Outlook, and Zoom.
• Ability to work independently with little-to-no supervision and ability to work as part of a team.
• Attention to detail. Ability to follow instructions.
• Good working knowledge of office machines including copiers, scanners, PC or laptop.
• Ability to work prolonged periods sitting at a desk, working on a computer, standing at copy or scanning machines.
• Ability to lift and move boxes weighing up to 25 lbs.
• Ability to commute to work in the office in Oakland, CA as well as working remotely.