Administrative Coordinator- Store 2790 Portland, OR

PURPOSE:

Exemplifies and ensures strong customer service in all areas of the job. Provides accurate records of store sales and related transactions while supporting store sales and the overall operating plan. Performs store level cash handling, human resources and personnel / administrative functions.

DUTIES AND RESPONSIBILITIES:

• Maintain employee rosters. Complete job data/comp changes in Direct2HR (PeopleSoft).

• Responsible for completing the daily reconciliation, accounting, and cash balancing functions; including counting the safe, maintaining and reconciling self check out registers, and preparing the tills and deposits.

• Monitors cashier accountability and researches and reports problems and shortages to the Store Director and Service Operations Manager, including out of warranty checks, violation of check cashing procedures, cash variances, improper refunds and voids and till balance irregularities, etc.

• Partners with Division Loss Prevention and Front-End Management team to resolve cash and other shrink issues.

• Maintains sales book. Reports daily and/or weekly sales information to the Store Director and Division Office.

• Performs miscellaneous Personnel duties such as ordering bus passes, lottery and change. Personnel duties include the use of various computer programs and e-mail system.

• Reports attendance problems to the Store Director and appropriate department manager in a timely manner, including attendance or schedule violations.

• Assists Store Director with Federal, State and City (if applicable) compliance and/or regulations.

• Administers the job-posting program. Reviews internal and external applications. Conducts pre-screening via phone to verify external applicants' qualifications and availability before coordinating Store Director and Department Manager interviews. Manages background check and tax credit process. Completes the new hire process, coordinates training, schedules New Hire Orientation and coordinates all other training with Department Manager.

• Coordinates and maintains all aspects of the hiring process including the computer assisted application and hiring process. May attend outside recruiting activities, such as job fairs (if applicable). Maintains all in-store recruiting materials, applications, policy sign off forms, etc. Retains records related to the interview and hiring process. Maintain job posting board.

• Maintains employment records and processes unemployment claims.

• Assigns uniforms and nametags. Handles outgoing/incoming mail, e-mail,

and maintains miscellaneous office files.

• Maintain lost and found log and ensure lost and found property program is in place and being executed.

• Serves as liaison between the Human Resources, Payroll, and Benefits Departments. Handles payroll and benefits administration issues and works with Store Director and Human Resources representatives in handling some personnel issues. Reviews associate time records for compliance with Company policies. Submits and processes payroll on a timely basis. Maintains all Time and Attendance reports, Time and Attendance Correction Forms, schedules and personnel records in compliance with Company guidelines.

• Coordinates, inputs and tracks leave paperwork including disability, military, General Leave, Worker's Compensation or Family Medical Leave Act and other leaves of absence. Processes appropriate paperwork for return from leave situations.

• Maintains Employee HR Records securely and keeps medical files (doctor's notes, work related injury documents, FMLA and other medical leave documents etc.) separate from associate personnel files. Ensures that current personnel files are complete and up to date and that they contain signed policies. Submits appropriate personnel status and address changes and termination paperwork. Processes terminations in Direct2HR and ensures final pay is processed in accordance with Division procedures. Ensures compliance with records retention policy requirements.

• Ensures that minor associates provide appropriate work certificates prior to beginning work, if any are required, and ensures that they are scheduled and working in compliance with state laws.

• Ensures compliance with HIPAA and the confidentiality required under Federal and State law.

• Answers and responds to incoming calls appropriately.

• Ensures proper cleanliness, organization and neat appearance of the office area.

• Responsible for performing all job duties with honesty and integrity, in compliance with Company policies and procedures.

PHYSICAL AND GENERAL REQUIREMENTS:

• Must be able to sit for long periods of time, move, bend, stoop, kneel, twist and turn frequently. Ability to reach, lift and maneuver items of varying dimensions and sizes up to approximately 20 lbs. Manual dexterity and good hand-eye coordination are necessary.

• Strictly adheres to confidentiality requirements. Appropriately prioritizes workload. Thorough knowledge of cash balancing, cash handling, company policies, benefits, scheduling tools, payroll processing procedures, hiring, training and new associate orientation is required. Must work efficiently through organizational and problem-solving skills.

• Requires knowledge of one and two step math calculations (i.e., addition, subtraction, and percent calculations) and basic computer skills.

• Operates calculator, telephone, computer software and electronic equipment to order products, performs cash balance, plans and performs personnel / administrative functions.

• Must possess good written and verbal communication skills and leadership skills, while demonstrating an understanding of Company Values as reflected in personal and professional conduct.

• Must be courteous, and display a friendly, sensitive and professional demeanor in dealing with customers, co-workers and vendors. Must concentrate and deal with interruptions well, work independently, and take initiative. Good attendance is required. Must comply with appropriate grooming and dress code standards. Mental alertness is necessary to ensure safe and accurate completion of work activities.

• May utilize cleaning supplies.

• May be required to work nights, weekends and holidays. Scheduled hours will vary.

WORK ENVIRONMENT

• Generally works in a temperature controlled office environment.

• Occasional travel, including overnight travel, may be required.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this job classification. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of personnel so classified.

An Equal Opportunity Employer