Overview
Administrative Assistant II Jobs in Saint Louis, MO at City of St. Louis
Overview:
The objective of this position is to provide administrative and operational support in managing employee onboarding, benefits administration, and office functions. The role will ensure smooth day-to-day operations, maintaining compliance with company policies and industry regulations. The successful candidate will contribute to a positive work environment by supporting both employees and management, streamlining processes, and maintaining efficient office operations.
Background:
Ardent Eagle Solutions (AES) is a rapidly growing small business that provides innovative solutions to the Federal Government and the Department of Defense (DoD). This position offers an opportunity to contribute to AES’s mission of delivering critical national security services while growing professionally in a dynamic and collaborative environment. We are looking for a candidate who thrives in a structured yet flexible workplace, excels at managing tasks with accuracy, and is committed to supporting the success of both the team and the organization.
Work Schedule & Hybrid Flexibility:
This is a hybrid position with flexibility for remote work on Tuesdays and Fridays. On-site presence is required on Mondays, Wednesdays, and Thursdays.
Responsibilities:
Collects and reviews new hire paperwork for accuracy and completeness; documents employee files in the HR portal.
Prepares and conducts onboarding and orientation for new employees, ensuring all required materials are ready before their arrival.
Coordinates new employee setup in the Enterprise Resource Planning system, sets up company credentials, and provides access instructions.
Completes E-Verify and background checks for all new hires.
Administers health and welfare plans, including enrollments and terminations, ensuring accurate records in the employee benefits database.
Serves as COBRA Administrator.
Processes employee documents through payroll and benefits vendors; assists with annual audits by collecting necessary data and documentation.
Collaborates with Business Management to manage annual open enrollment, including distributing carrier materials, communicating changes, and conducting employee presentations.
Processes monthly insurance billing, reviews for accuracy, and resolves discrepancies with carriers, payroll, and the company.
Collects and verifies payroll data, ensuring all employee information is entered into the payroll system before processing.
Compiles payroll data, including garnishments, paid time off, bonuses, and deductions for insurance and 401(k).
Coordinates with the Accounting & Finance Department to ensure accurate time sheets, working with site and assistant directors on missing or incorrect submissions.
Maintains and audits employee records, ensuring compliance with federal and state employment regulations.
Handles employee verification requests.
Processes documents in the ACE Portal and AES Direct in accordance with International Traffic in Arms Regulations (ITAR) and export control laws.
Maintains an updated library of approved company forms, policies, and procedures, ensuring proper version control and change management.
Oversees office equipment maintenance, including copiers and fax machines.
Manages day-to-day office operations, such as distributing building access keys, maintaining visitor logs, and tracking office supplies.
Negotiates the purchase of office supplies and equipment in line with company policies and budget.
Participates in special department projects as needed.
Qualifications:
Minimum 5 years of relevant experience and progressive responsibility in office administration, including at least 2 years in human resources
Knowledgeable in health and welfare benefits and standard healthcare regulations such as ERISA, COBRA, ACA and HIPAA.
Proficiency using Microsoft office suite, and other relevant software
Demonstrated strong problem-solving skills as well as exceptional customer relations (both internal & external)
Ability to respond effectively to time sensitive demands & inquiries
Excellent customer relations (both internal & external) skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
Experience with import/export regulations, specifically ITAR (International Traffic in Arms Regulations), is a plus.
Education:
Bachelor’s degree in Business Administration, Human Resources, or a related field, or equivalent work experience.
Certification(s):
SHRM-CP or PHR certification preferred.
Additional certifications in HR or office administration are a plus.
Benefits and EEO:
At Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:
Medical/Dental/Vision Coverage
Matching 401(k) Plan
Continuing Education Assistance
Paid Time Off
This job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned. Selected candidates may undergo a government security investigation and must fulfill eligibility criteria for accessing classified information. US citizenship may be a prerequisite for certain roles.
Ardent Eagle Solutions is an Equal Opportunity Employer
#LI-AES
#IND2
Title: Administrative Assistant II
Company: City of St. Louis
Location: Saint Louis, MO
