Job Description HR/BRANCH ADMINISTRATIVE ASSISTANTDEPARTMENT:ADMINISTRATIVEREPORTS TO:BRANCH MANAGERSUMMARY: Perform a variety of duties related to personnel records, payroll, recruiting, accounts payable and various other administrative responsibilities. DUTIES:*Assist with recruiting of applicants to include, but not limited to; enter applicant data for background checking and processing of employment application according to Loomis guidelines.*Conduct General Orientation as needed for new hires and complete necessary new hire paperwork. *Assist with the maintenance and upkeep of all personnel / medical / confidential / training records in an accurate and organized format. All records will be maintained in accordance with established corporate and governmental policies.*Maintain Employee Benefits information and provide information to employees as necessary.*Responsible for the upkeep and maintenance of all HR databases to include, but not limited to, the applicant flow log, the ID badge log, Employee Training Development Record and Prospera.*Maintain employee uniform inventory and place order for uniforms as required for new employees and replacement uniforms for current employees as necessary.*Responsible for processing of the hourly and salaried payroll on weekly and/or bi-weekly basis. *Complete / maintain employee loan forms for guns and/or vest. *Update and maintain Employee Calendar for paid time off and any other leave taken each week as part of the payroll processing. *Responsible for completion of monthly HR commitments. *Create and maintain computerized purchase order logs in excel format. Issue PO numbers for all purchases and services that fall outside of the normal recurring expenses (utilities, fuel, coin wrap, etc). *Complete PO logs on a daily basis verifying PO numbers & invoice amounts. *Collect and voucher all branch invoices using correct vendor names, sites, invoice numbers, amounts and general ledger codes. Review employee Mileage logs and Expense Reports for accuracy. *Ensure that all invoices/expenses are approved by the Branch Manager, Controller or designee. Some invoices that fall under capital purchases should have an approved CPO before processing. *Scan invoices a minimum of three times a week to District Accounts Payable. The following invoices should be scanned separately from the normal invoices: Coin Wrap, utilities, special/quick pays, mileage logs and expense reports. *Verify that invoices listed on statements have been processed in Oracle. Contact vendor for any outstanding invoices, then voucher and scan to District Accounts Payable for processing. *Using weekly PAAR, reconcile expenses on PO log by deadline specified in email from District Accounts Payable. Contact vendors to request invoices for any PO log entries which are over 60 days old. *Accurately identify and process expense accruals according to District deadlines during month-end, and submit to the Controller by the designated timeline. *Scanned invoices shall be retained at branch for 1 month and then destroyed using Cintas box or shredder. *Other duties and/or projects that are defined by management. SKILLS:*Good communicator being courteous and professional at all times to internal and external customers.*Working knowledge of Microsoft Office programs including Word, Excel, and Power Point. Ability to create Excel spreadsheets as necessary to assist in the automation of daily tasks. *Ability to work well individually as well as being a team player with a positive attitude.*Ability to identify and maintain confidential matters in all aspects of the business.*Strong organization skills*Must be able to multi-task QUALIFICATIONS:*2-5 years experience administrative experience*HR experience a plus
Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability
EOE AA M/F/Vet/Disability
