PAYROLL & ADMINISTRATIVE ASSISTANT

PRIMARY FUNCTION

Serves as the primary contact and is responsible for payroll-related activities including - ensuring employees are paid on time, accurate timecards and paychecks. Additionally, this position is responsible for updating safety compliance sheets and assisting in HR related activities.

JOB RESPONSIBILITIES
Payroll

1. Collects employee timecards and reviews to ensure information is properly recorded and has needed supervisor authorization/approval. Verifications of hours charged to jobs is correct. Initiates contact with employees and supervisors to resolve discrepancies.
2. Inputs all necessary payroll information into Data-Tech and Ag-code.
3. Reviews/prepares and completes unemployment claims.
4. Reviews court orders, prepares required reports and remits child support orders and garnishments.
5. Issues paychecks and initiate direct deposits through use of Data Tech.
6. Prepare needed payroll tax returns, worker’s compensation reports, unemployment claims.
7. Prepares year end W2 forms and local withholding reports for employees and W3 forms for the IRS.
8. Help prepare invoices and submissions to customers for payment using Data Tech software, time and materials billings or other terms established in the client contracts.
9. Preparing new hire packets for new employees (W4 & I9’s).
10. Assist in maintaining records for Company health insurance program, pension plan and all personnel transactions (i.e. new hires, promotions, lay-offs, terminations).
11. Processes all requests for loans/hardship withdrawals from the 401(k) plan.
12. Provides employee notifications regarding eligibility to participate in health insurance, disability insurance, and 401(k) programs. Monitors all employee contributions and respective employee coverages.
13. Reviews and files of workplace injury reports and worker’s compensation claims.
14. Prepares all employee communications as needed regarding compensation, benefits and Company human relations.
15. Maintains ongoing Company records regarding employee vacation and personal time, submits requests needed to the appropriate supervisor for approval and corresponds accordingly with the employee.
16. Assist with COBRA eligibility packets upon employee lay-off/termination and notifies insurance carriers of the election.
17. Responsible for resume/application/recruitment/forms, employee and/or labor relations and benefits administration.

Safety
1. Responsible for hazards ranch maps and IIPP.
2. In charge of coordinating company safety events
3. Research and application of all new CA safety laws
4. Investigates filed injuries and reports to insurance


EDUCATIONAL AND PROFESSIONAL-DEVELOPMENT QUALIFICATIONS
The ideal candidate will:

- Have a high level of interpersonal skills to handle sensitive and confidential situations.
- Be able to interact and communicate with individuals at all levels of the organization both in verbal (Spanish) and written form.

CULTURAL COMPETENCIES

1. Continuous Learner:
Has a beginner’s mindset looking constantly for more ways to expand on current expertise.
Is flexible and adaptable, realizing the need to be willing to adapt and change in order to grow.
Realizes that in order to learn, there are multiple ways including reading, listening, watching and through a mentor.

2. High Standards:
Acts in line with the same values and beliefs.
Sets goals and objectives in alignment with the organizations, but always with an eye on the corporate mission and objectives.
Looking beyond self to see and meet the needs of fellow co-workers and clients.
Pitches in to help regardless of the task at hand.
Is caring and considerate of others in all situations.

3. Team Player:
Supports team goals and objectives.
Listen to information and suggestions offered by team members.
Celebrate wins and successes of the team.

JOB COMPETENCIES: The following competencies are needed to get the job done in an above average manner.

1. Leadership
Has the inherent ability to motivate others by example to work toward Vinepro goals and objectives.
Is an “effective listener” and understands the best forms of communication require the need to listen more than talk.

2. Command Skills
Possesses ability to communicate effectively (verbally and in writing) with all levels of Vinepro employees and with customers/vendors/subcontractors and outside advisors.
Is energized by tough challenges.

3. Job Skills
Proficient in Spanish and English, Microsoft Word, Excel, PowerPoint, Outlook, AgCode and Datatech Software.