Overview
Part-Time Executive Assistant Jobs in Kentucky at Isaacs & Isaacs PSC
POSITION TITLE: Admin Coordinator
DEPARTMENT: Admin
LOCATION: New York
FLSA STATUS: Non-Exempt
REPORTS TO: General Manager/ Director of Operations
This position will provide support to the front and back of house operations teams and is comprised of accounting and administrative support functions. This position will ensure that all financial transactions are processed according to the standard operating procedures in place including the timely, accurate processing of payroll. General human resources administrative tasks include managing paper flow for new hire paperwork and on-boarding, benefits administration, processing salary and position updates, and other similar events in an employee’s lifecycle.
Prior restaurant / food & beverage experience is ideal.
Principal Duties and Essential Responsibilities:
General Administrative Support
Maintain office supply inventories, place orders as needed on a monthly basis
Open and process all mail
Pull reports from payroll system as requested for labor, compliance, retention, or tax purposes
Oversee administration of all software, including but not limited to Hot Schedules, Toast POS, Clover POS, Toast Payroll System, Asana maintenance software, and delivery + third party platforms
Lead the coordination of maintenance tickets including cleaning schedules and preventative maintenance schedules
Create and send all scheduled e-mails and communication to teams (celebrations, weekly focus, etc)
Respond to all state or federal agency requests for information in a timely manner including but not limited to: Unemployment Notices, Income Execution Orders, Child Support Orders
Print and fix labels for all concepts, Print Me
Assist with other administrative tasks as assigned
Accounting and Bookkeeping
Process accounts payable and receivable including: enter and verify bills, invoices, and purchase orders, ensuring all standard operating procedures are being followed
Set up and maintain financial records in paper and cloud-based file systems
Main point of contact for all accounts payable and vendors
Maintain confidentiality regarding the organizations financial and personnel information
Process payroll in a timely and accurate manner
Review timesheets and tip sheets on a daily basis to ensure accuracy
Follow up with employees regarding any discrepancies in time cards or tips
Maintain accurate records of paid time off, including sick pay
Ensure payroll processes maintain compliance with all federal, state, and city laws as well as the organization’s standard operating procedures
Process reimbursements or payouts for managers
Audit and finalize weekly payroll for all employees to HR for final processing and review
Maintain proper and accurate records of time cards, adjustment sheets, wage withholdings, etc. per the organizations filing system
Assist in preparation for monthly, quarterly or annual audits as needed
Prepare all weekly, monthly, quarterly or annual reports and financial statements for review by controller or operations
Maintain the cash banking system per the standard operating procedures, including but not limited to, reconciling daily cash, performing safe counts, tracking and preparing all cash deposits or withdrawals, managing the petty cash and payouts
Maintain the credit card tracking system for the location – tracking all purchases and uploading receipts per company’s standard operating procedures
Human Resources and Compliance
Maintain accurate employee records
Oversee new hire onboarding
Onboard potential new employees per managers’ submissions
Ensure digital paperwork is completed via Toast portal, including copies of IDs and Rate of Pays are uploaded by managers
Verify IDs meet the I9 requirements and complete I9 step when applicable
Provide all relevant training materials and orientation information to new hires
Answers any employee questions about policies and procedures and refers to Human Resources department as needed
General benefits administration including overseeing open enrollment, processing new enrollments and separations, communicating deadlines to new employees in compliance with all federal laws
Manage administration of employee life cycle events including pay rate and position changes, employee contact information, and separations
Oversee Anti Harassment Training requirement per NYS law, and any other required training steps, for all new hires and for existing employees on an annual basis
Respond to employee or third party requests for employment or wage verification
Respond to employee requests for documentation or records in a timely manner and in accordance with all laws
On Site Compliance
Manage on site compliance – ensuring all required legal postings are accurate, displayed appropriately, and complete at all times
Perform quarterly audit of the above to ensure compliance, submitting checklist to HR as required
Request, order, or otherwise replenish any posting that is not accurate or is missing
Liaise with HR in requesting audits and provide accurate information to on site General Managers to ensure compliance
About You – Profile for Success
The right person for this role will possess the following qualities:
Integrity – consistently works with the best interest of the company at all times by maintaining transparency and making every effort to protect confidentiality
Resourcefulness – anticipates probable issues and takes action to proactively to resolve
Problem Analysis and Problem-Solving – uses critical thinking in identifying the actual problem, root causes and context, before developing and implementing a solution
Organization – properly sets priorities, allocates and uses resources appropriately, and has the ability to work efficiently in an office setting
Communication – exhibits effective and professional verbal and written communication
Attention to Detail– strives for and achieves thoroughness and accuracy in all aspects of job functions
Flexibility – can easily move back and forth between different job demands. Able to wear multiple hats within a defined space or time frame, for long or short periods of time
Title: Part-Time Executive Assistant
Company: Isaacs & Isaacs PSC
Location: Kentucky
