Office Administrator - Madison, Wisconsin

Summary of Job:

Completes cross-functional administrative functions at designated operating center, including all aspects of Human Resources, including recruiting and hiring, benefits enrollments, assisting supervisors and managers with employee relations functions, as well as providing other administrative assistance as needed.  Handles administrative functions for the Account Development Management staff at the facility. Manages the relationship with PDP clients by working with the PDP Help Desk to ensure compliance with all postal rules and requlations.

Essential Duties and Responsibilities:

Human Resources Function

 

· Maintains all files and records in conjunction with employment including:  recruiting and hiring, disciplinary actions, performance reviews, benefit enrollments, employee orientation, safety and training, etc.

· Conducts new employee interviews, orientation, maintains employee records, and monitors and tracks all personnel-related documentation to assure accuracy of information provided to corporate office.

· Ensures proper documentation is completed for all newly hired employees and that Payroll and Corporate Human Resources receive all pertinent information in a timely fashion.  Follows up to assure all time records for hourly workers are submitted to the Corporate Payroll Department in a timely manner.  Follows up with supervisors and operations manager to assure accurate information and documentation in regard to any absences.

· Follows up for annual reviews, insurance enrollments, and disciplinary actions to assure correctness and timeliness of all actions taken.  Informs General Manager of any discrepancies or unresolved situations.

· Monitors Workers' Compensation claims by ensuring the timely filing of all accident or incident reports.  Follows up with doctors, clinics, case workers and employees regarding injuries.  Notifies General Manager and Corporate HR Manager of any serious and/or on-going claims.  Completes OSHA 300 Log and ensures posting of summary as prescribed by regulations.

· Assists General Manager in general upkeep of the facility by immediately notifying him/her of any unsafe or unsatisfactory conditions and by assisting in resolving these situations.

· Assists Managers, Leads and Supervisors with disciplinary actions, as needed and helps resolve employee complaints or problems regarding payroll, benefits or safety issues.  Updates General Manager and Corporate Human Resources of on-going issues.

· Coordinates the safety program.  Assures a viable program is in place.  Conducts training on safety issues for supervisors and assists in putting together materials for safety meetings with employees.  Ensures minutes of all safety committee meetings are recorded and submitted to Corporate Human Resources and monitors employee’s completion of safety training.

· Assists in maintaining the security of the building by issuing and tracking access cards for entrance or exit from the facility.  Activates and deactivates cards as needed to maintain secure environment.  Interacts with the security services firm to assure integrity of system.

· Follows up on DOT license requirements for drivers.  Coordinates pre-employment drug testing for new employees, including all drivers and follows up on post-accident drug testing for all employees.  Coordinates random drug testing of all employees according to state law provisions.

· Initiates travel requisitions, obtains travel advances and follows up on the submission of expense reports for operating center employees, in concurrence with the PSI Travel Policy.

· Regular scheduled attendance.

 

Customer Service Assistant  Function:

 

·  In office contact for sales personnel and ADMs who are traveling.

·  Administers client databases to include, but not limited to : input and update of customer address and contact information in POInTS and CRM tool, input and update of client meter information, input and update of information on all USPS paperwork requirements to include sending out notifications for annual updates of USPS paperwork, input and update of client blast email lists, and coordination of all paperwork for and exchange of information with other sites for mail exchange.

·  Opens all permits with USPS for clients - for both their own clients and mail exchange clients - and maintains all infomational data bases on the process.

·  Coordiantes with staff on cllient start ups, special mailings, or specific customer requests. Complete special reports for clients as necessary.

·  Handles all issues and paperwork associated with the PDP client program by consistent communication and coordination with the PDP Help Desk. Keeps QA and other departments informed of issues and progress with PDP clients.

·  Conducts customer survey phone calls to address the quality of service the client is receiving from their ADM - ensuring that all clients are called at least twice per year.

·  Other duties as assigned.

 

 

Knowledge, Skills and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

· Excellent communication skills. 

· Ability to maintain a high level of confidentiality. 

· Strong organizational skills and the ability to work on multiple assignments simultaneously.

· Basic math skills to calculate pay rates, overtime, and experience in maintaining a computer based record and billing system.

· Excellent interpersonal skills to work with employees and managers at all levels.

· Strong PC skills.  Proficient with Microsoft Word, Excel, and PowerPoint.

· Ability to deal with problems involving a few concrete variables in standardized situations.

· Ability to pay close attention to detail.

 

Experience/Education/Training Requirements:Associate’s degree in Business, Human Resources, or equivalent experience in a multi-discipline environment.Minimum of 5 years of experience in an office environment performing a wide variety of duties involving both the customer service and human resources disciplines.

 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the essential functions of the job, the employee is regularly required to sit, speak clearly, hear and use hands and fingers.  The employee is occasionally required to stand, walk, reach with hands or arms, stoop, kneel, crouch or lift and/or move maximum of 10 lbs.

 

Work Environment:A fast-paced environment with frequent interruptions and the pressure of deadlines.Specific requirements of this job include the ability to:

· Regularly sit and/or stand for long periods of time

· Ability to occasionally bend/stoop

· Full use of hands to process paperwork

· Ability to perform keyboarding for 30-50% of the work period

· Ability to talk and to hear

· Ability to lift, push and/or carry up to 25 lbs.

· Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus.

PSI GROUP, INC. IS AN EQUAL OPPORTUNITY EMPLOYER