Administrative Assistant, Zone

Ross Stores; Florida; On-site; USD 42,000 - 62,000; Full time

Job summary

Ross Stores in Florida is seeking a Zone Administrative Assistant to support Zone Directors by collecting and disseminating information, analyzing data, and coordinating communications and meetings.

The role also covers travel arrangements, payroll and compensation coordination, preparing reports, and maintaining files for stores and district managers. Strong MS Office skills and the ability to prioritize tasks are essential.

Qualifications

• Advanced PC skills.
• High level MS Office skills including Word and Excel.
• Accurate mathematical and statistical reporting and analysis.
• Ability to communicate clearly and effectively (verbal and written).
• Administrative/clerical skills.
• Ability to organize and prioritize multiple tasks simultaneously.

Responsibilities

• Serve as a contact point for company policies and information.
• Ensure store and district compliance to company policies and operating directives.
• Monitor FIDO and follow-up with Districts/Stores as needed.
• Analyze and interpret data and identify problems/exceptions for the ZD’s attention.
• Prepare and forward reports, summaries and requests for information in an accurate and timely manner.
• Arrange and coordinate travel/lodging and meetings/interviews/assessments for zone.
• Perform routine clerical and administrative tasks.
• Submit salary workup requests, C&B requests, profile, LOAs and process returns; vacation requests and tracking for DMs and SMs
• Handle payroll issues including exempt COS processing, SmartForm approvals, and hourly payroll exceptions.
• Manage all store manager files for zones in zone office; file auditing to ensure files are up to date and originals sent to corporate
• Submit weekly online expense reports for zone and district managers
• Assist in focal review process for all DMs, exempt managers, and store associates
• Provide daily guidance and direction to Assistant Zone Admin.
• Provide Zone Director recommendations and opportunities for better efficiencies in the performance of the Assistant Zone Admin.

Skills

Advanced PC skills

MS Office (Word & Excel)

Data reporting & analytics

Clear communication

Administrative/clerical skills

Task prioritization

Tools

MS Office Suite

Job description

Our values start with our people, join a team that values you!

Bring your talents to Ross, our leading off-price retail chain with over 2,200 stores, and a strong track record of success and growth. Our focus has always been bringing our customers a constant stream of high-quality brands and on-trend merchandise at extraordinary savings. All while providing a fun and exciting treasure hunt experience.

As part of our team, you will experience:

• Success. Our winning team pursues excellence while learning and evolving
• Career growth. We develop industry leading talent because Ross grows when our people grow
• Teamwork. We work together to solve the hard problems and find the right solution
• Our commitment to Diversity, Equality & Inclusion, and our community. We celebrate the backgrounds, identities, and ideas of those who work and shop with us because our differences make us stronger. We strive to be a positive force in our community.

Our Corporate headquarters are in Dublin, CA, we have 3 buying offices in key markets in New York City, Los Angeles, and Boston, and 8 distribution centers nationwide. With 2023 revenues of $20.4 billion, we are a Fortune 500 company who is committed to providing an inclusive work environment with continuous learning opportunities and development for our teams.

GENERAL PURPOSE

Support Zone and District initiatives by performing administrative duties for Zone Directors. This position is responsible for collecting and disseminating information quickly, clearly and correctly; analyzing, interpreting and reporting operational data; identifying priorities and problems requiring action and facilitating all communications/meetings for the Zone Director.

ESSENTIAL FUNCTIONS

• Serve as a contact point for company policies and information.
• Ensure store and district compliance to company policies and operating directives.
• Monitor FIDO and follow-up with Districts/Stores as needed.
• Analyze and interpret data and identify problems/exceptions for the ZD’s attention.
• Prepare and forward reports, summaries and requests for information in an accurate and timely manner. (i.e. trip cards, succession plans, open position rpt, door agent list, training tracker, job postings, etc.)
• Prepare written business correspondence as needed.
• Arrange and coordinate travel/lodging and meetings/interviews/assessments for zone.
• Perform routine clerical and administrative tasks.
• Serve as Compensation and Payroll contact for zone:
• Handle new hire paperwork for all exempt managers
• Submit salary workup requests, C&B requests, profile, LOAs and process returns; vacation requests and tracking for DMs and SMs
• Handle payroll issues including exempt COS processing, SmartForm approvals, and hourly payroll exceptions.
• Manage all store manager (exempt & area supervisor) files for zones in zone office; file auditing to ensure files are up to date and all originals are sent to corporate
• Submit weekly on-line expense reports for zone and district managers
• Assist in the focal review process for all DMs, exempt managers, and store associates
• Provide daily guidance and direction to Assistant Zone Admin.
• Provide Zone Director recommendations and opportunities for better efficiencies in the performance of the Assistant Zone Admin.

COMPETENCIES

• Communication
• Initiative
• Business Acumen
• Adaptability
• Customer Focus
• Planning & Organizing

QUALIFICATIONS & SPECIAL SKILLS REQUIRED

• Advanced PC skills
• High level MS Office skills including Word and Excel
• Accurate mathematical and statistical reporting and analysis
• Ability to communicate clearly and effectively (verbal and written) with organizational awareness and sensitivity
• Administrative/clerical skills
• Ability to organize and prioritize multiple tasks simultaneously

SUPERVISORY RESPONSIBILITIES

None

DISCLAIMER

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.