Full time Position for Busy Association Management Company
Office Management Duties and Responsibilities
Work with outside copier service vendor to ensure technology stays operational
Work with outside postage meter vendor to ensure technology stays operational
Oversee office supply ordering process for Partners (client office supply ordering handled by client management teams). This includes office equipment for operations; kitchen supplies and guest/visitor supplies. Develop spreadsheet to track paper purchases and printer toner purchases allocated by client usage.
Oversee and administer monthly billing of copier and postage utilization reports for client associations
Coordinate Kitchen Duty staff sign up roster each month/quarter, covering the calendar year
Conduct monthly staff meeting agenda preparation, room and remote staff setup and ensure notes are taken of meeting highlights.
Office visitor meeting preparation. A/V tests; coffee/refreshments, other logistics.
Coordinate with company ownership changes to company website. Staff updates, awards/recognition updates; client additions.
Develop blog schedule annually for company blog. Solicit internal/external authors to deliver content. Gather and proof blogs and graphics/photos. Post blogs.
Performs general administrative/office duties as required.
Human Resource Management Duties and Responsibilities
Coordinate annual enrollment sign up times for staff with outside benefits vendor.
Oversee work of Human Resources Assistant on time sheet/Time Kron software employee tracking bi-weekly.
Oversee work of Human Resources Assistant on production and updating of employee leave sheets every two weeks.
Posting job ads and organizing resumes and job applications, collecting resumes, scheduling interview, conduct reference and background checks
Collecting employment and tax information
Preparing new employee files. This includes creation of new employee hire kits, collating and printing of new hire kit materials; verify all required forms are signed and information provided;
Overseeing the completion of compensation and benefit documentation and finalizing compensation and benefit documentation. Create new benefit spreadsheet for employee costs for ADP payroll processing
Orienting new employees to the organization and Orientation/internal systems training (new hire training list) which is in addition to Buddy Training (from another internal employee)
Conducting benefit enrollment processes for new employees working with outside vendor, scheduling employee meetings, ensuring all forms are completed and returned and verifying employee has been added to benefits
Administering new employment assessments (75 day evaluations, 90 day evaluations) through managers then verifying completion and filing
Serving as a point person for all new employee human resource related questions
Conduct communication with team members on interim payroll questions; benefit questions; or reconciliations
Benefits Payables. Review monthly invoices to ensure there are no errors or employee changes not reflected. Performing payroll/benefit-related reconciliations as needed/requested.
Oversee open enrollment annually. Work with outside benefits firm to get quotes on health, dental, vision, life insurance, 401K, etc. Schedule enrollment meetings; verify all paper work is received
Maintaining current HR files and databases
Updating and maintaining employee benefits, employment status, and similar records
Maintaining records related to grievances, performance reviews, and disciplinary actions
Performing file audits to ensure that all required employee documentation is collected and maintained
Performs general HR office duties as required
Knowledge, Skills and Abilities Expected:
Knowledge of standard office procedures and equipment.
Skill in using various computer applications, including Microsoft Word, Excel, Access and Outlook.
Ability to manage and prioritize multiple tasks.
Ability to pay attention to detail and proof necessary documents.
Ability to follow oral and written instructions.
Ability to communicate effectively with various personalities, both orally and in writing.
Ability to establish and maintain effective working relationships with department heads, managers, employees, members and vendors.
Ability to maintain confidentiality of personnel related information.
Additional Salary Information: Full Benefits café, health insurance, 401K, professional development training budget.
About Partners in Association Management
Partners in Association Management is an accredited association management company headquartered in Tallahassee, Florida. Partners provides full service strategic and operational management to non-profit associations as well as individualized consulting services including: strategic planning, board governance training, event management, certification program development and more.
It has been named as a Best Company to Work for by Florida Trend Magazine for seven times since 2011.