Administrative Coordinator (16499) - (ABS)

PURPOSE:
Responsible for assisting in the completion of the daily reconciliation funds handling and other recording and balancing functions. Provides accurate records of store sales and related transactions while supporting store sales and overall operating plan. Performs store level human resources and personnel functions. Assists the Store Director and department managers in many associate and people related activities.

DUTIES AND RESPONSIBILITIES:
• Completes all phases of the reconciliation process by balancing the safe, registers, and entering and balancing all sales and cash transactions. Performs bookkeeping duties including: running totals on all tills, preparing and proofing daily deposit slips, completing all front-end forms, and balancing Accounts Receivable. Maintains sales book. Reports daily and/or weekly sales information to the Division Office.
• Performs miscellaneous administrative duties such as ordering money orders, bus passes, lottery, gift certificates/cards, postage and change (if applicable). Balances money orders, money transfers, gift certificates and lottery, and maintains control logs. Answers and responds to incoming calls appropriately.
• Handles and assists with accountability for cash flow requirements including: safe transactions, issues and pickups, tills, check acceptance and refunds, and monitoring cashier funds handling procedures.
• Assists customers with potential check acceptance problems that occur via the third party check authorization system.
• Reviews and coordinates applications and employment needs within the store by department. Administers job-posting program including set up, scheduling interviews, {may assist in interviews) closing and preparing all paperwork related to job posting. Administers pre-employment testing and information programs (e.g., tax credit program, drug testing).
• Assists Store Director with all new hire orientations (i.e., schedules, reviews forms for accuracy, helps answer questions, sets up associate HR files, compiles and forwards paperwork to proper personnel). Maintains orientation kits and videos. Maintains all in-store recruiting materials, applications, job opportunity signs, etc. Explains benefit enrollment process and eligibility to associates or potential associates. Explains 401(k) eligibility and procedures. Explains associate discount program and assists in processing discount paperwork for new associates. Conducts store tours and introductions for new hires.
• Coordinates and follows up on training activities with department managers, including set up of CGT training and running CGT reports to ensure compliance. Regulates all company compliance communications such as read and sign statements.

• Maintains Associate HR Records alphabetically in a locked cabinet, keeping medical files separate from the associate files. Ensures that current personnel files contain applications, policy statements, etc. by conducting in store file audits. Ensures that minor associates provide appropriate work certificates prior to beginning work, if any are required, and ensures that they are scheduled in compliance with state laws.
• Serves as liaison between Payroll, Benefits Administration, and store. Reviews, audits and files associate time cards or computer reports. Inputs payroll corrections, sets up new associate files, monitors and inputs associate information such as rate of pay transfers, position changes, vacation, sick time, and other personal benefits. Maintains all Time & Attendance reports. Prepares weekly payroll worksheets or computer worksheets or computer reports. Coordinates and tracks leave paperwork, including Family Medical Leave Act and other leaves of absence. Supports the Store Director in handling return from leave situations, processing reinstatements, termination forms, etc.
• Orders and assigns uniforms, name tags, and miscellaneous store supplies. Handles outgoing/incoming mail, e-mail, and maintains miscellaneous office files. Updates break room information / communication boards as needed. Answers and responds to incoming calls appropriately.
• May coordinate all safety-related activities including monthly safety meetings. May attend and coordinate outside recruiting activities, such as job fairs.
• Ensures proper cleanliness and neat appearance of the office area.
• Reports problems to the Store Director and Service Operations Manager in a timely manner, including attendance or schedule violations, returned checks, cash variances, refund and till balance irregularities, etc. so that appropriate corrective action can occur.
• Performs other necessary and required duties.

REQUIREMENTS:
• Requires the ability to appropriately prioritize workload and judge and react to business activity by handling administrative details such as planning, reporting and meeting operating objectives. Requires the ability to handle administrative details such as knowledge of polices, benefits, scheduling, training, payroll procedures and the administration of orientation programs. 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 (i.e. Addition, subtraction, and percent calculations) and basic computer skills.
• Requires good written and verbal communication skills, leadership skills, while demonstrating an understanding of Company Core Values reflected in personal and professional conduct. Must maintain confidentiality concerning associates, personnel and medical records, store sales, and Company information, and perform all job duties and responsibilities with honesty and integrity.
• Must be friendly, courteous, professional and maintain composure in dealing with customers and co­workers. Must concentrate and deal with interruptions well, work independently, and take initiative.

PHYSICAL ENVIRONMENT:
• Works a variety of days and shifts including evenings and weekends. Most work is performed in a temperature controlled store environment.
• Ability to sit or stand for long periods of time, walk, and move rapidly, bend, stoop, kneel, twist and turn frequently. Ability to reach, lift and maneuver items of varying dimensions and sizes up to approximately 10 lbs. Manual dexterity and good eye-hand coordination are necessary. Good attendance is required.
• Ability to operate and use equipment related to calculators, computers, telephone, check encoders, cash register, and POS equipment in the course of normal workday.