Office Manager

The Office Manager will report to the Managing Partner in his/her America's Incredible Pizza Company (AIPC) location. The core responsibilities will be to ensure that all administrative and Human Resource functions at the store level AIPC location are completed, communicated and maintained per AIPC and government policies and guidelines.

 

The Office Manager will be the person that most employees will go to for questions involving payroll, benefits, taxe's, company policies, Workman's Compensation and job concerns. This individual must practice the "Servant" attitude by treating all employees with respect and support. The individual in this position will be dealing with very private and confidential information and must maintain the privacy of our employees as well as AIPC company records.

The Office Manager must focus his/her energy to ensure all administrative functions are completed each day. This individual should not hunt down phone numbers or run personal errands for store management. The Office Manager will report directly to the Managing Partner and will not be the "secretary" for the store. Department Directors, Supervisors, Local Store Marketing representatives will need to type their own letters or memos and manage their own administration. This job takes a large administrative burden off of the store management and the Office Manager needs to focus on the duties that have been assigned.

 

Skill requirements for this position include:

• Office administrative experience

• Excellent planning, organizational and implementation skills

• Excellent knowledge of all MS Office programs (Word, Excel, Power Point)

• Excellent data entry skills

• Excellent interpersonal working skills and team building skills

•   Excellent speaking skills in front of large and small groups

 

Areas of Expertise

 

Employee Record-Keeping

• Maintain all employee personnel files in an organized and secure location.

• Ensure all files meet AIPC policies concerning what forms should or should not be in the personnel file.

• Ensure all new hire paperwork has been completed by store management per AIPC policies and procedures.

• Communicate to the Managing Partner regarding files that are not completed per AIPC guidelines due to missing employee paperwork so the Managing Partner can take appropriate actions with department management.

• Ensure all new hire paperwork is completed per local and federal governmental guidelines.

• Ensure that all employee files are maintained in separate files per federal guidelines (medical, personnel, l-9's are all in separate secured files).

• Ensure all 1-9 documentation meets federal regulations.

• Ensure all written warning documentation is complete and signed by the management person that gave the warning as well as by the Managing Partner.

 

Administrator of Payroll System

• Ensure employee information is loaded into the time keeping, POS and payroll processing system once all required employee new hire paperwork is completed.

• Communicate their "Employee Number" to new employees for time keeping function.

• Maintain an "Employee Number List," updated weekly, near the time clock area.

• Enter biweekly payroll with payroll processing vendor;  audit and ensure that all employees are paid the hours they worked at their appropriate hourly rate.

• Compare paychecks to the actual payroll summary submitted when the paychecks arrive.

• Assist employees that are missing paychecks or have errors on their paychecks to resolve problems.

• Process all legally binding garnishments on employee paychecks when required.

• Ensure the payroll and time keeping system is accurate for active employees and that all terminated employees are removed from the active employee records.

• Compare payroll names with employees that are enrolled in LMS on a biweekly basis to ensure all new hires are using the training system.

 

Accident Reporting Procedures

• Ensure that all employee accident reports are completed on the state regulated forms for employee accidents.

• Submit via fax or e-mail all required documentation to appropriate Workman's Compensation carriers in a timely fashion.

• Complete the OSHA 300 accident report form after each reportable employee accident; this file must be kept up-to-date and current after each accident and be available for inspection when audited by OSHA regulators.

• Complete and post the OSHA 300A annual summary in January of each year; this report must be posted from February 1 - April 30 each year for employee viewing per OSHA guidelines.

• Maintain and post contact information for a local urgent care hospital facility contact map for employees to use in case of a work related accident.

 

Accounting

• Maintain accurate and organized purchase order folder.

• Process all invoices for review by the Managing Partner by organizing them in alphabetical order, stamp with approval stamp and attach corresponding purchase order (PO) to that invoice.

• Ensure all invoices are organized and ready for Managing Partner review by Friday evening each week.

• Ensure all approved invoices are sent to corporate accounting with the weekly paperwork packet.

 

General Office Accountabilities

• Maintain all store files for the Managing Partner in a neat and organized manner.

• Provide names of the "Employees of the Month" with pictures and a list of the current "All Star" employees each month to the editor of the AIPC Employee Newsletter. This information must be provided in a timely manner as per the newsletter deadline calendar provided by the newsletter editor.

• Ensure the store has enough forms needed for administrative responsibilities; this includes, but is not limited to, applications, new hire packets, employee handbooks, personnel action forms and termination forms.

• Respond to all unemployment claims in a timely and efficient manner; work with Managing Partner to ensure that responses are submitted accurately and timely

• Answer office phone and assist Managing Partner in responding to requests by phone.

• Keep appropriate amount of supplies on hand to run the office area

• Receive and organize mail; open and distribute to the appropriate management personnel.

• Assist Managing Partner in ensuring that the Safety Team meets once a month; type recap notes and forward copy to the Managing Partner.  Managing Partner is responsible for selecting team safety team members and scheduling monthly meetings.