Overview
Administrative Assistant Jobs in Aurora, IL at Konen Insurance Agency, Inc.
As one of Wisconsin’s largest travel companies, Fox World Travel has excellent benefits and perks for all Fox associates including but not limited to: competitive wages, flexible time off (vacation, sick, personal), FAM Adventure Bucks to help you explore the world, remote/hybrid work, a full benefit package including medical, dental, vision, long-term disability, company-sponsored life insurance and short-term disability, tuition reimbursement, 401(k) contributions and a fully engaged leadership team dedicated to treating associates as part of the Fox Family!
At Fox World Travel, we operate as one Fox with a find a way mentality, embracing our integrity and passion. We take pride in leading with our people-first culture, by providing genuine care and concern for our associates which in turn leads to authentic and superior customer experiences. We’ve been able to create a culture where our associates can grow, learn, and succeed, and, in turn, exhibit the value we bring to every interaction and partnership.
A day in the life of the Payroll & Administrative Specialist may include:
Payroll processing within the Human Resources Information System (HRIS) to ensure accurate and timely bi-weekly payrolls, including base pay, commissions, incentives, and bonuses. This processing includes, but is not limited to:
Managing required deductions, such as garnishments, loan repayments, child support payments, levy’s, etc.,
Auditing all applicable and calculated incentive plans to ensure timely payout and report generation,
Collecting data, performing calculations, investigating, auditing, and resolving discrepancies; updating the payroll master file and transmitting data while maintaining a high level of confidentiality.
Responding to unemployment and employment verification requests
Managing workflow to ensure all payroll transactions are processed accurately and timely.
Collaborating with accounting and providing reports and reconciliation documents on a bi-weekly basis.
Overseeing the time keeping system and setup of new deductions and pay codes.
Providing service to all associates regarding questions and concerns with payroll; researching and troubleshooting issues in a timely manner.
Answering survey data requests (local, government, state).
Ensuring proper taxation of employer paid benefits and proper taxation setup of states and localities.
Performing year-end payroll reporting and other associated tasks.
Ensuring compliance with all state and federal tax regulations.
Ensuring compliance with 401(k) maximum contributions, in partnership with HR Business Partner(s).
Managing Flexible Time Off (FTO), holidays, and floating holidays, ensuring associate balances are accurate and loaded in a timely manner.
Ensuring all leaders are trained on appropriate timekeeping and payroll practices and requirements.
Acting as first point of contact for day-to-day payroll inquiries from all Fox World Travel Associates. Partnering with vendor partners, as needed, to provide resolution when warranted.
Partnering with the Human Resources Assistant in setting up, auditing and brainstorming pay related perks and engagement activities and communications on a monthly basis.
Corporate front desk duties, including but not limited to:
Creating a great “first experience” for the organization and welcoming on-site visitors, determining the nature of their business, ensuring all visitors sign in upon entry and out upon exit, issuing name badges, and announcing visitors to the appropriate contact.
Receiving the public and answering questions in person and by telephone; responding to inquiries from associates and visitors, referring them to the appropriate person or department when necessary.
Preparing outgoing mail and sorting and distributing incoming mail as needed.
Signing for and distribute UPS, USPS, deliveries daily.
Approval of order supplies and business cards.
Reconciling assigned invoices.
Acting as liaison between Fox and vending management partner and cleaning services.
Managing corporate IATA (International Air Transport Association) memberships/account.
Advising associates planning a site visit/meeting on proper meeting procedures, including how to order meals, reserve conference rooms, etc.
Assisting with the administration of associate recognition programs and other associate engagement programs/initiatives that support our culture including promoting special days, organizing special events, coordinating raffles, sending engaging communications, maintaining inventory for life event and new associate gifts, managing birthday cards/gifts and service awards.
Coordination and planning of annual Thanks A Bunch Month celebration each September.
Partnering with the Marketing Team to maintain the Fox Store and prepare bi-monthly associate newsletter.
Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.
Working closely with the Human Resources team to enhance knowledge and understanding of Human Resources practices and procedures and areas of interest.
Maintaining a favorable and collaborative working relationship with co-workers in all departments to foster an environment of trust and mutual respect. Driving standards and best practices whenever possible and effectively fostering a culture of engagement.
Enhancing the organization’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Being innovative and recommending new approaches, policies, and procedures to effect continual improvements in efficiency of operations and services performed.
Other duties, projects and alternate assignments as determined by business need.
You’ll love this job if you have:
Personal effectiveness/credibility.
Organizational and planning skills; priority setting.
Customer-focus and are service-oriented.
Communication proficiency – verbal and written with appropriate use of grammar.
Sound judgment and decision-making ability.
Attention to detail and accuracy.
Flexibility: ability to work efficiently and effectively with frequent interruptions.
This opportunity might be for you if you have:
A bachelor’s or associate’s degree in Business, Accounting, HR or related field preferred.
A minimum of 2 years of full-cycle payroll processing experience in a complex environment strongly preferred.
Prior experience with a large scale HRIS database.
Strong knowledge of federal, state, and local payroll tax regulations and compliance requirements.
Prior experience with year-end payroll processes and W-2 experience.
PHR and/or SHRM-CP is a plus.
Member of APA is a plus.
The ability to manage multiple competing priorities while remaining flexible in a changing work environment.
The ability to adhere to and meet deadlines.
Well-developed team skills and unquestioned integrity, with the ability to maintain a high degree of confidentiality of sensitive information.
Strong problem analysis, problem solving, and critical thinking skills.
Strong knowledge and demonstrated proficiency of all Microsoft Office applications
The ability to work flexible hours within scheduled shift (weekdays, 8 am – 5:30 pm CST).
The ability to communicate with confidence and create a credible impression.
A professional and mature demeanor; working in a positive, patient, professional manner with all internal/external contacts.
Effective listening skills with the ability to determine root cause quickly, check for shared understanding and address misunderstandings promptly.
Self-motivation with demonstrated initiative and a strong commitment to personal goals, objectives, and work ethic.
Occasional business travel, overnight stay may be required for training events and to visit Fox World Travel locations.
Physical Demands
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.
While performing the duties and responsibilities of this position, the associate is regularly required to stand, walk, sit, climb, reach above shoulders, and move from place to place. The incumbent is frequently required to talk and listen and use hands to finger manipulate or handle. Specific vision requirements for this position include close vision and the ability to adjust focus.
The incumbent may occasionally be required to lift up to 50 pounds.
Incumbent must be able to travel by airplane and/or car at any given time as required by the position. Ability to commute to Oshkosh, WI headquarters on occasion to support initiatives, events, conferences.
Work Environment
The work environment characteristics described here are representative of those an incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
For On-site and Hybrid Associates: Regular attendance is necessary to successfully perform this job; extended hours may be necessary from time to time. The incumbent works in an office environment where the noise level is low to moderate. This role routinely uses standard office equipment including but not limited to computers, a headset, a mouse, a keyboard, photocopiers, and filing cabinets.
For Work-At-Home Associates: Regular attendance is necessary to successfully perform this job; extended hours may be necessary from time to time. This role routinely uses standard office equipment including but not limited to computers, a headset, a mouse, and a keyboard.
If you share in our passion for teamwork, our vision to have culture, engagement, and innovation at the heart of all our initiatives, we want you to come soar with Fox World Travel! If you fit the description AND meet the qualifications, please don’t hesitate to apply online at www.foxworldtravel.com/careers.
Work hard, play hard and travel often with the Fox World Travel Team today!
If hired for this position, you would be an employee of Fox World Travel, therefore, no fees would be associated with your training or employment. Also, Fox World Travel does not charge any fees as part of the application process.
Fox World Travel is proud to be an Equal Opportunity and Affirmative Action employer. We celebrate diversity and are committed to creating an inclusive environment for all associates to work.
Please review our Privacy Policy at https://www.foxworldtravel.com/privacy-policy/ to see how we protect and manage your submitted data.
Title: Administrative Assistant
Company: Konen Insurance Agency, Inc.
Location: Aurora, IL
