Office Assistant

Position Summary

We are a small company with fewer than 50 employees seeking a reliable and detail-oriented Office Assistant to support day-to-day Human Resources and Accounting administration, along with general office duties.

This role is ideal for someone who enjoys variety, works well with people, and is comfortable handling confidential information. The position focuses on administration and coordination, while more complex HR, payroll tax, and accounting matters are handled by external professionals.

Key Responsibilities

The Office Assistant serves as the first point of contact for employee questions and HR administration.

• Administer weekly payroll processing, including:
• Timecard review and data entry
• Coordinating payroll submission with outside payroll provider
• Resolving basic payroll discrepancies
• Administer employee benefits, including:
• New hire enrollments and terminations
• Annual open enrollment coordination
• Acting as liaison between employees and benefit providers
• Answer routine employee questions regarding:
• Company policies and procedures
• Time-off requests, special leave, and attendance rules
• Directing employees to appropriate internal or external resources when needed
• Maintain accurate and confidential employee records
• Assist with onboarding and offboarding administrative tasks
• Support compliance documentation (posters, forms, acknowledgments), with guidance from outsourced HR partners

Supports basic accounting functions and works closely with management and the external accountant.

• Prepare and process customer invoices
• Record incoming payments and assist with accounts receivable tracking
• Enter bills, payments, and journal data into QuickBooks
• Organize and file accounting and financial documents
• Assist with month-end and year-end preparation for outside accounting partners
• Maintain organized digital and physical filing systems

General Office & Administrative Support

• Provide general administrative support to office staff and management
• Answer phones, manage email correspondence, and coordinate communication
• Maintain office supplies and vendor contacts
• Assist with scheduling, documentation, and internal coordination
• Support special projects as needed

Required Qualifications

• 3+ years of experience in an administrative, office assistant, HR support, or accounting support role
• Experience with payroll administration and QuickBooks (Desktop)
• Strong attention to detail and organizational skills
• Ability to handle confidential information professionally
• Comfortable working independently in a small-company environment
• Strong written and verbal communication skills

Preferred Qualifications

• Experience in a small business or multi-function office role
• Familiarity with basic HR compliance and benefits administration
• Experience coordinating with outsourced payroll, HR, or accounting providers
• Proficiency in Microsoft Office (Excel, Word, Outlook)

Key Competencies

• Trustworthy and dependable
• People-oriented and approachable
• Organized and process-driven
• Adaptable and comfortable wearing multiple hats
• Able to prioritize tasks and meet deadlines

Why This Role Matters

This position is critical to keeping our office running smoothly. You will be a go-to resource for employees, a support partner to management, and a key contributor to the financial and administrative health of the company.

Job Type: Full-time

Pay: $24.00 - $33.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Oostburg, WI 53070