Administrative Assistant

JOB TITLE: Admin
DEPARTMENT: Admin
REPORTS TO: GM

SUPERVISES: NA

STATUS: Fulltime, Hourly

POSITION FUNCTION

Process payroll and all liability payments associated with payroll. Process all vendor payables. Provide administrative support for all administrative positions, including financial, POS, operations, marketing, and human resources. Provide support and administrative assistance for department leads / managers, as needed and requested. Maintain all tags and store signage throughout the store with clean, accurate signage, while keeping appropriate prices during the time of sale thru the Point of Sales (POS) system. Coordinate all sales, promotions and product signage, support department head’s individual needs for tags, pricing, and sales, meet all sales department deadlines. Work towards ensuring the Co-op’s mission. Adhere to the Co-op’s code of conduct.

ESSENTIAL FUNCTIONS:

● Process payroll in entirety

● Responsible for maintaining all staff benefit deductions in regards to payroll

● Make all payroll tax deposits and maintain all documentation

● Follow payroll procedures for terminated employees

● Maintain and file all payroll and invoice documentation

● Processes vendor invoices and credits

● Investigates account payable discrepancies

● Maintain good working relationships with vendors

● To be a source for all staff support

● Manage recruitment of qualified candidates through various traditional and non-traditional methods

● Develop strategic recruiting and retention plans

● Develop and administer selection processes and ensure compliance with all employment laws

● Manage the progressive disciplinary system to ensure that disciplinary process and procedures are applied consistently through the coop

● Handle employment, hiring and termination process

● Maintain necessary staff record keeping and legal employment processes

● Ensure all claims procedures are provided for payroll

● Ensure, update and uphold Co-op policies and procedures

● Follow B policies regarding Staff and GM

● Ensure safety in the workplace

● Help to conduct staff meetings and other department meetings when necessary

● Support Managers in follow through with staff encouragement as well as disciplinary action as needed

● Follow through with any legal documentation such as L & I, job confirmations, and recommendations for other jobs

● Introduce expectations, rules, safety codes and legal documents to all new staff

SALES AND PROMOTIONS:

• Communicates with department managers / leads to keep sales up dated
• Coordinates promotional price maintenance to meet merchandiser timelines
• Create tags and signage for all needed areas of the store
• Ensure master list is provided for department heads on time
• Communicate any problems with sales to the POS and responds to problems identified by other sources in a timely manner
• Organize all sales tags into bi-monthly sections and compare them against the master list. Create any missing needed sales by sales deadline
• Hang signs and take old signs down the morning of or the night of (before opening, after closing) the date it is changing
• Work with department managers to help ensure completion of their duties and decisions for sale items
• Fixes identified sales problems (tags missing, promotional issues, etc.)
• Supports department managers in providing them with what they need to make a great sales program
• Work with department managers and General Manager to make the best choices for how to advertise our great deals including store postings for clearly labeling what’s on sale, when, and how long
• Ensures signs follow store guidelines
• Works closely with the General Manager and assists in providing data reports as needed

Tags:

• Maintains accurate, clean, and clear tags throughout the store
• Coordinate with department heads to keep tags & prices up dated
• Perform Scan Audits for pricing and tags weekly
• Updates deli recipe cards, bulk cards and all shelf tags when needed
• Updates shelf tags within an hour of price change import
• Updates other shelf tags from price sheets and information from department heads
• Update sale/shelf tags according to department pricing strategy as necessary
• Order supplier provided tags as necessary
• Ensures pricing follows price guidelines
• Identifies problem areas within shelf tagging and sales systems and implements necessary improvements (i.e. visibility, disappearing tags, frequently damaged, shopper confusion, etc.…)

Scan File Auditing:

• Validates shelf tags with the hand scanner throughout the store weekly
• Validates shelf tag pricing with source pricing as requested by department heads

Finances:

● Weekly Sales and Labor Reporting

● Daily Cash Reconciliation, as needed

● Bank drops and receiving of change, as needed

● Oversight and reporting of administrative costs

Other Operations:

● Communicates regularly with department managers, especially with produce and front-end regarding system, potential problems, and future plans affecting POS system

● Fully understands the workings of the front-end system, the support POS system, the interaction of the two, and their relationship with general operations

● Completes weekly reports including, spins and the weekly and monthly movement report

● Ensuring all new items or creating new PLUs are entered correctly and accurately

● Works with GM and Assistant Store Manager to set, plan and execute inventory counts

● Works with marketing signage and support as needed

● Works with all departments on Price Comparisons and monthly and quarterly sales signage updates

● Trains all department leads on department processes when necessary

● Office and Store supply orders

● Maintain Department purchase logs

● Overall Admin support for Departments where needed

CUSTOMER SERVICE AND PERFORMANCE:

● Know what a Co-op is and how to highlight the Co-op difference

● Understand how the Co-op functions with relation to owners, customers, and community

● Provide prompt, friendly, courteous customer service

● Ensure customer satisfaction through active listening and follow through

● Maintain professional behavior

● Develop a strong product knowledge

● Support and follow all store policies and processes

● Participate in safety awareness and maintenance of a risk-free environment

● Performs any general housekeeping tasks necessary to maintain a clean, tidy store

● Develop and maintain good working relations with other staff. Support and assist team members and supervisors when necessary

● Assist in other departments, as needed

● Supports and participates in store sales goals and programs

● Demonstrates strong interpersonal, communication (verbal and written), active listening, proactive problem solving, organizational, time management and follow through skills

QUALIFICATIONS:

● Quick books experience processing accounts payables and knowledge of accounts payable reports

● Possess strong interpersonal, communication (verbal and written), proactive problem solving, time management and follow through skills

● Experience with journal entries and accruals

● Possess excellent customer service skills

● Possess strong organizational skills with attention to detail

● Capable of handling multiple tasks at one time

● Able to respond appropriately to changes in direction or unexpected situations

● Computer literacy required, including experience with Excel using basic

● Previous payroll experience for no less than 25 employees

● Experience using payroll software and processing payroll taxes

● Minimum 2 years scan coordinator experience preferred

● Experience with filing and basic office equipment functions

● Experience with full cycle accounts payable

● Experience processing large volume of invoices

● Experience working with multiple department breakouts

● Able to work a flexible schedule to support business needs, including evenings, weekends, and holidays. Dependable attendance is required.

● Ability to:

o Read and understand financial statements

o Accurate 10 key ability

o Be adaptable and flexible

o Follow all policies and procedures

o Handle multiple demands with a positive attitude

o Lift 30-50 lbs. when necessary

o Climb a ladder when necessary

o Sit for long periods of time

o Work efficiently in a fast-paced environment

WORK ENVIRONMENT:

● Frequent bending, squatting, sitting

● Lift up to 50 pounds

● Work in a crowded, noisy environment

ADDITIONAL DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

Pay: $20.00 - $25.00 per hour

Benefits:

• Employee discount
• Health insurance
• Paid time off

Work Location: In person