HR Administrative Assistant

San Jose Metro Area, CA

Post Date: 09/21/2016 Job ID: JN -092016-35053
HR Administrative Assistant
$16-$25/hour, DOE
Milpitas, CA for a Medical Device CM

General Summary:

As a key management staff to the President of the company, this position is responsible for Human Resources, which includes processing of all employee benefits and payroll along with general administration of the office environment. S/He will assist in the oversight of financial management by performing bank functions as well as cash management and secondary accounting functions to ensure accountability and cross-checks. S/He will ensure that administrative operations run smoothly and according to company and corporate policy.

Essential Functions (includes but is not limited to):
Secondary/Oversight Accounting Duties:
  • Prepare/file and archive Personal Property Tax Returns
  • Prepare/file and archive quarterly P/R taxes via outside payroll firm
  • Annually (Dec) add Fringe Benefits to final P/R for W-2' s
  • Annually (Dec) true up Vacation accruals
  • Organize and plan for year-end audit for responsible areas Human Resources

HR Responsibilities and Duties:
  • Handle all Hiring (new employee processing) /Terminations
  • Maintain Personnel Files
  • Maintain Time Recording software for timekeeping, record and track all time off requests per employee
  • Payroll/Payroll Taxes (Enter payroll into company' s software; maintain electronic payroll files, journal weekly payroll and payroll taxes)
  • Notifies management of Yearly Performance Reviews; processes Personnel Action Notices for payroll
  • Administers Profit Sharing paperwork and submits to corporate in a timely fashion coordinating any/all changes with payroll
  • Maintains all Training Records, ensuring mandatory training is completed and compliant
  • Administers employee benefits processing ensuring all forms are complete and accurate to monthly bills
  • Order all R&D materials, hardware and suppltes
  • Order all customer required (T&M) materials and haroware
  • order and maintain office supplies and other inventory items as required using winMan' s purchasing software to place order, receive it and initiate payment
  • Work to reduce credit card orders

General Admin
  • Provides Admin Support for President
  • R & D Budget and Cost Tracking
  • Ensures all company documents are archived (including but not limited to: time records, all payroll related documents and legal documents) in proper files
  • Agreement Processing / Administrations (maintaining binder, directories, registers and archives for legal and regulatory agreements)
    • NDAs
    • Customer Agreements(Quality/Supply)
    • Customer Affidavits/Certs
    • Supplier Agreements
  • Annual Reports/Franchises Tax (Any Notices to Corp)
  • Export Control Compliance
  • Facility Services Coordination o Security System Maintenance o Data Backup Maintenance
  • Forms Administration
  • Safety Compliance (attends meeting, prepares agendas, takes minutes or prepares meeting summaries and ensures follow-up on open action items)
  • Special Events Coordination (plans, schedules and coordinates execution of internal special events/meetings)
  • Developing and implementing new administrative systems, such as record management o Responsible for petty cash distributions
  • Designs and implements office policies by establishing standards and procedures, complying with corporate management and philosophies Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
  • Mail distribution (opening, routing and check scanning)
  • Act as back-up for answering phones, screening calls and taking messages
  • Performs other related duties and assignments as required
Skill Requirements:
  • Excellent reasoning, interpersonal, written and oral communication skills with attention to details
  • Understanding of ERP systems and operational software systems
  • Competent use of Microsoft Office business software
  • Demonstrated ability to work collaboratively with colleagues
  • Self-starter and a team player who will thrive in an entrepreneurial environment
Education/Training/Experience Requirements:
  • Experience working with different types of operations.
  • Knowledge of GAAP and experience in full cycle accounting
  • HR training or experience working in HR
  • Experience managing a busy office environment

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