The Unit Clerk will complete the clerical tasks assigned by the supervisor in accordance with corporate guidelines. Provide accurate, friendly, quality service to customers/clients when processing customer/client transactions. The general responsibilities of the position include those listed below, but Sodexo may identify other responsibilities of the position. These responsibilities may differ among accounts, depending on business necessities and client requirements.
Performs routine and varied clerical duties in accordance with standard procedures.
Performs activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling appointments.
Writes types or enters information into computer to prepare correspondence.
Prepares issues and sends out receipts, bills, policies, invoices, statements and checks.
Maintains records, prepares forms, verifies information and resolves routine problems.
Operates various office machines.
Opens and routes incoming mail, answers correspondence and prepares outgoing mail.
Answers telephone, conveys messages and runs errands.
May receive, count and deposit cash, as needed.
May include human resources functions (including benefit administration, personnel action forms and payroll processing) for the unit as well as the district and region.
Complies with all company safety and risk management policies and procedures.
Reports all accidents and injuries in a timely manner.
Participates in regular safety meetings, safety training and hazard assessments.
Attends training programs (classroom and virtual) as designated.
May perform other duties and responsibilities as assigned.
High School diploma, GED, or equivalent experience.
0 to 1 years related experience.
Presents self in a highly professional manner to others and understands that honesty and ethics are essential.
Ability to maintain a positive attitude.
Ability to communicate with co-workers and other departments with professionalism and respect.
Maintains a professional relationship with all coworkers, vendor representatives, supervisors, managers, customers, and client representatives.
Must have basic phone and computer skills (email, texting, etc.).
Willingness to be open to learning and growing.
Maturity of judgment and behavior.
Maintains high standards for work areas and appearance.
Maintains a positive attitude.
Ability to work a flexible schedule helpful.
Must comply with any dress code requirements.
Must be able to work nights, weekends and some holidays.
Attends work and shows up for scheduled shift on time with satisfactory regularity.
Close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus, with or without corrective lenses.
Significant walking or other means of mobility.
Ability to work in a standing position for long periods of time (up to 8 hours).
Ability to reach, bend, stoop, push and/or pull, and frequently lift up to 35 pounds and occasionally lift/move 40 pounds.
/Working Conditions (may add additional conditions specific to defined work location):/
Generally in an indoor setting; however, may supervise outside activities and events.
Varying schedule to include evenings, holidays, weekends and extended hours as business dictates.
While performing the duties of this job, the employee is primarily in a controlled, temperate environment; however, may be exposed to heat/cold during support of outside activities.
The noise level in the work environment is usually moderate to loud.
Administrative Assistant/Time & Attendance Coordinator
*Work schedule: Monday-Friday 8am-4:30pm
Hourly rate: $18.00 to $19.50 based on experience
Administrative Assistant/Time & Attendance Coordinator Resident Dining Services*
Provides administrative and clerical support to UAlbany Sodexo Resident Dining Services General Manager and Resident Dining operations. Responsibilities include financial/payroll related reports, employee attendance accountability across units. Works in tangent with the Human Resources Department and Resident Dining Managers in complying with Collective Bargaining Agreement and Sodexo Employee Handbook policies and procedures regarding Time and Attendance, Wage and Hour and payroll issues. Coordinates and maintains effective office procedures, efficient workflow and management of customers, clients and vendors. Exercises initiative and judgment to expedite significant matters or refers them to appropriate authority. Sensitivity to and protection of confidential matters/information is required.
Views and tracks time usage (sick, vacation, Leaves of Absence) to include maintaining leave balances.Will also review, as directed, pay accuracy regarding spread of hours, shift differential, employee punches and scheduled hours of work.Follow through in a timely manner with specific sites and supervisors regarding employee call out/tardy messages.
Ensure that appropriate labor codes are being correctly used.
Identify to General Manager employees needing further training.
Compile/manage Resident Dining employee time and attendance information. Follow up with respective manager to ensure timely and accurate employee attendance point reconciliation and attendance accountability paperwork.
Responsible to track and report employee time exceptions on a daily basis to employee s respective Manager.
Responsible to report to the unit Manager when attendance documentation is due to include maintaining copy for Resident General Manager.
As requested/scheduled by Resident General Manager, generates, prints and reviews time and attendance reports and distributes, as directed, to unit managers.
Work with manager on researching and resolving pay error(s)/omissions
Manage incoming calls to the main phone line and directing them to the appropriate department.
As assigned, compile and keep organized financial, petty cash, expense records as directed. Monitors/submits expenses as directed. Ensures expenses are correctly recorded.
As directed, contact vendors regarding invoice/expense questions. Take calls/inquiries from vendors and follow up timely and efficiently to address concerns, questions, problems etc. with the Retail General Manager.
As directed, gather program/site information as directed for required reports and follows up with Resident Dining General Manager and other resident dining staff as directed to resolve/ensure accuracy.
As directed, will call/schedule appointments/meetings on behalf of Resident General Manager. Organizes/schedules meetings to include Agenda preparation, materials, location confirmation etc.
As directed, assists Resident Dining Managers with interview scheduling in tangent with Human Resources Department. Interview schedules, kfooloww hty info to Hr., handbook huddle on HR policies/CBA
Coordinate with Managers on HR topic presentations/HR Huddles
Responsible to ensure assigned task/projects are completed in a timely manner.Responsible to follow up with Retail General Manager proactively to address. As directed, will assist in employee announcements, company announcements etc. as directed/assigned.
As directed, will assist in UAlbany Sodexo Retail Dining Services public relations activities.
Maintain a valid New York driver s license and be insurable under the employer s insurance policy.
Perform additional duties/assignments as may be required by management.
High School Diploma or G.E.D.
Proficiency in MS Office to include Word, Excel, Power Point and Outlook
5+ years of office administration experience.
Knowledge of scanners, including scanning in pictures, docs to pdf and to MS Word and conversion of docs.
Proven ability to focus on details/multi-tasking
Experience with analyzing data or information
AA degree in a related field and 5+ years direct experience in office administration
Advanced knowledge of MS office to include Word, Excel, power Point and Outlook
Knowledge of Time management system KRONOS is a plus
General knowledge of basic Human Resources practices in areas of wage, hour, compensation a plus
Experience with Collective Bargaining Agreements or Union environment a plus
Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication
Demonstrated cultural sensitivity and ability to work in a diverse employee, client, student, and community environment.
Sodexo is an EEO/AA/Minority/Female/Disability/Veteran employer. Sodexo is committed to upholding the spirit and principles of the Rehabilitation Act of 1973 and the 1998 amendment to the Act. If, due to a disability, you require a reasonable accommodation to navigate this site and/or complete the on-line application process, please contact for assistance. For more information about our commitment to equal employment opportunity, please click here.