WCM - Administrative Assistant

Description

 DEFINITION

The Administrative Office Assistant performs various administrative and professional work supporting Weatherly Casting & Machine Co. LLC's human resources, payroll, sales, and customer service programs. The incumbent independently prepares, conducts, and takes definitive action regarding processes and functions integral to the various department's missions. Work includes human resources, payroll, safety, sales, and customer service duties. 

SUPERVISION RECEIVED:  This position reports directly to the Human Resources Manager at the Ashland, PA, location. 

SUPERVISION EXERCISED:  This position is not responsible for the supervision of other employees.

Requirements

 ESSENTIAL FUNCTIONS OF THE POSITION

NOTE:  An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor-level responsibilities performed on the job may not be listed. The expectation is that the following job functions will be completed on the following scheduled but not limited to:  

Assist in the support of the Human Resources Department by being responsible for the following: 

· Supervisor support

· Attendance tracking – weekly 

· Preparation of disciplinary documentation for consistency - monthly

· Employee communications

· Retirement gifts/planning

· FMLA Support 

· Non-union and union termination support – preparation of letters; PA mandatory UC form

o Present with management during conversation 

· Creating, tracking, and posting job bids and awards 

· Attend Labor management meetings, take notes, and provide agenda 

· Support of grievances – forward to HR Manager for Resolution or Settlement

· MOU drafts

· Probation extension tracking

· Last Chance Agreements & Support

· Seniority Lists – monthly present to the union

· Semi-annual and annual required information to USW

· Open enrollment rollout 

· Benefits orientation & initial enrollment

· HIPPA/PHI certified individual to review claims information 

· POC for questions from employee/spouse

· Short-term Disability Support

· LTD (only non-union) - Liaison for facilitation of claims & questions from the carrier

· Attend and document Weatherly safety committee meetings – provide agenda & take notes

· Safety incident & Near Miss follow-up – collection of accident reports and required notices

· Reporting Workers Comp claims

· OSHA recordkeeping – recorded in Paylocity 

· Work with the HR Manager in coordinating Shoe Mobile's annual visit (Generally in August)

· Forklift safety & recordkeeping

· Annual MVRs

· Run Seniority listing for vacation updates, monitor weekly

· Monthly Points Reports for attendance 

· Recruiting

· Management of requisitions for open positions

· Phone Screens & Scheduling of interviews with hiring managers

· Interview support 

· Creation of Offer letters

· Rejection communications

· Initiating and verifying Background checks

· Schedule Pre-employment drug, alcohol & audiogram and silica test scheduling

· Prepare electronic onboarding through Paylocity

· Confirm onboarding completion by a new employee; Transition candidate to employee to HR & Payroll module in Paylocity

· New hire orientation and safety training 

· Collection of company property post-termination

· Security access terminations

· Termination checklist

· Exit interviews

· Explanation of the COBRA process

· Unemployment compensation Support (People Systems assists)

· Track employee boot and safety glasses purchases, uniforms, and invoicing.

· Track new hire probationary employees for union eligibility

· Track employees out on STD or Comp for insurance owed

· Monitor call in vacation days and fire calls 

· Order and track uniforms 

· Work with purchasing to stock office supplies 

Payroll

o Process Union Hourly Payroll and Non-Union Hourly and Salary payroll, which includes:

§ Processing longevity pay

§ Weekly / Monthly attendance incentive payout

§ Production payout

§ New Hire Sign bonus and Employee Referral Bonus payout

§ Monthly medical opt-out payments, 

§ Shoe and safety glasses reimbursement, 

§ Union fee deductions and payment to union,

§ Child support withholding, 

§ Benefit deductions, 

§ Delinquent tax deductions, 

§ STD 3rd Party Sick Pay, 

§ Complete forms for PA Dept of Human Services and Unemployment

§ Update employee