Administrative Assistant IV

Hydrogen Group; San Diego (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

Hydrogen Group in San Diego is seeking an Administrative Assistant IV to support timekeeping, payroll data validation, and broad administrative operations across the department. This role involves maintaining union time records and ensuring compliance with the CBA while providing essential support to department leaders.

You will manage calendars, prepare reports, handle correspondence, assist with operational needs, and coordinate meetings and visitor access.

Qualifications

• Experience with union timekeeping under a Collective Bargaining Agreement (CBA) is required.
• Proficiency in Microsoft Office (Word, Excel, Outlook) is required.
• SAP experience is required.

Responsibilities

• Maintain and audit timekeeping entries for a union workforce.
• Enter and validate payroll-related data accurately and timely.
• Provide general administrative support to the department and leaders.
• Coordinate schedules and calendars for leaders and team members.
• Prepare reports and organize documents; manage correspondence.

Skills

Union timekeeping

Microsoft Office

SAP

Education

High school diploma

Tools

SAP

Job description

Our client, a leading energy/utilities organization based in San Diego, CA, is seeking an Administrative Assistant IV to join their team. This role is responsible for maintaining accurate employee timekeeping records within a union environment, supporting payroll compliance, and providing broad administrative support to department leaders and staff.

Job Responsibilities:

In this role, you will manage and support timekeeping, payroll data validation, and administrative operations within the department. Key responsibilities include:

• Maintaining accurate timekeeping records for 100+ union employees in accordance with a Collective Bargaining Agreement (CBA)
• Entering and validating payroll-related data in a timely and accurate manner
• Supporting compliance with company policies and applicable labor requirements
• Coordinating schedules and calendars for leaders and team members
• Preparing reports and organizing documents
• Managing day-to-day communications and correspondence
• Assisting leaders and employees with operational needs as they arise
• Answering phones, receiving and directing visitors, and sorting/distributing mail
• Coordinating meetings and conferences and obtaining office supplies
• Supporting special projects as assigned

Essential Job Duties and Job Functions:

• Process and audit timekeeping entries for a union workforce, ensuring alignment with CBA rules
• Serve as a point of contact for payroll and timekeeping questions from employees and leadership
• Maintain organized, accurate financial and administrative records
• Provide general administrative and clerical support to the department

Knowledge and Skills:

• Experience with union timekeeping under a Collective Bargaining Agreement (CBA) - required
• Proficiency in Microsoft Office (Word, Excel, Outlook) - required
• SAP experience - required
• Strong communication and organizational skills
• Ability to work independently and manage multiple priorities in a fast-paced environment
• High attention to detail and accuracy, particularly with payroll-related data

Education and Experience:

• High school diploma required
• Prior administrative/timekeeping experience preferred, ideally within a unionized workforce