Administrative Operations Specialist
Reports to: Director of Administration FLSA Status: Full-Time, Exempt (Non-Union position)
Application Deadline: Until Filled Salary: $66,492 to $75,888 annually
Under general direction, the Administrative Operations Specialist will provide essential support to the Director of Administration, Human Resources Manager, and the Administration Team. The ideal candidate will be a self-motivated, analytical, solutions-oriented individual with strong communication skills and the ability to work efficiently and independently in a fast-paced, legal environment. The position is supervised by the Director of Administration, does not supervise staff, but may exercise functional oversight of clerical/support staff in carrying out their duties.
DUTIES
GENERAL ADMINISTRATION
· Serve as primary point of contact for all organization-related vendors and contracted servicers; Conduct solid analysis and make well-informed, objective, and evidence-based recommendations;
· Assist the Director of Administration with:
o Ensuring that buildings, grounds, equipment, and supplies are maintained and serviced;
o Overseeing the acquisition, distribution, and storage of company supplies and shared support services such as mailing, printing, and copying; security; and cleaning and maintenance;
o Creating budgets for supplies, equipment, and contract services;
o Identifying opportunities for cost savings, better efficiency, or other improvements; recommends and implements policy or process changes as appropriate;
o Preparing departmental, maintenance, and other recurring schedules and reports for accuracy and efficiency;
o Overseeing the disposal of unclaimed or surplus property;
o Obtaining statistics and information in renewal process of any health, life and retirement plans that benefit the company;
o Occasional calendaring and meeting set up, email and phone communications.
· Receives and distributes mail;
· Filing and organization of materials including but not limited to digital files (SharePoint), collective bargaining materials, employee files, and other general administrative files;
· Completes preparation of documents in support of strategic planning, and information gathering from other teams within the organization;
GENERAL OPERATIONS
· Administer processes of required paperwork for employee transfers, benefits coordination, and related communication;
· May assist with payroll functions including processing, answering employee questions, and fixing processing errors;
· Acquire extensive working knowledge of Paylocity, the organization’s online HR/Payroll and Timekeeping system, and serve as a primary point of contact and communication;
· Assist the Human Resources Manager with:
o Recruitment efforts;
o Document processing;
o Drafting and/or reviewing personnel communications;
o Coordination of various employee benefits programs, such as group health, flexible spending accounts, dental and vision, accident and disability, life insurance, 401(k), and wellness benefits;
o Administration of COBRA;
o Preparation and set up of meetings designed to help employees obtain information and understand company benefits and other related incentive programs. Ensure distribution of required employee notices;
o Preparing and maintaining biweekly employee reports, new-hire and absentee reports. Maintain and update company organizational charts, phone directory and other requested reports as needed;
o Coordinating workers' compensation claims with third-party administrator. Follow up on claims;
· Perform other duties as assigned.
· Associates Degree or Bachelor’s degree in human resources, business administration, public administration, or similar field highly preferred.
· SHRM-CP or SHRM-SCP and CEBS professional designations can be in lieu of degrees[1];
· High school diploma or GED and a minimum of 3 years of experience in administrative assistance/support or in a Human Resources (benefits coordination, payroll, or generalist capacity) or a similar position that clearly involved the duties stated above is required;
· Advanced competency/experience with PC systems and standard software (Adobe Acrobat Pro, Office 365, Microsoft Office, Word, Excel, Outlook, and PowerPoint);
· Experience with Human Resources Information Systems software such as Paylocity;
· Experience with Inventory Management software such as Asset Panda;
· Extensive knowledge of employee benefits and applicable laws;
· Superior attention to detail, strong organizational skills and outstanding demonstrated file-keeping skills;
· Proven ability to manage numerous projects and tasks simultaneously;
· Demonstrated ability to work effectively with diverse groups of individuals and organizations including ability to provide leadership within a culturally diverse environment;
· Working knowledge in relevant database systems such as Sharepoint and Access; Preference for experience with Legal Server, Kemps or other law-related systems;
· Excellent written communication skills with demonstrated ability to produce professional, well-written work product that requires minimal editing;
· Excellent oral communication and interpersonal skills;
· Reliable transportation, a valid CA Drivers’ License with appropriate car insurance.
[1] Per policy, CCLS will also consider applicants who have not had the benefit of formal vocational or higher education, and demonstrate a willingness to learn on the job.
CCLS BENEFITS PACKAGE OVERVIEW:
Work/Life Balance
· 7.5 hour work day / 37.5 hour week
· 14.5 Paid Holidays
· Free wellness counseling & resources
· Union protection for applicable positions
Rewards for Dedication
· Annual pay increases
· Overtime for Hourly/Non-exempt staff
· Compensatory Time for Salaried/Exempt staff
More than Base Pay
· School Loan Assistance up to $500/month
· Bilingual Pay up to $90/month
· Home internet reimbursement of $25/month
· CCLS issued laptop & cell phone
· CA State Bar dues paid in full
· Mileage reimbursement
Retirement Contribution
· CCLS contributes to staff 403(b) plans starting at the one-year anniversary:
o Year 1 to 2 – 1% of salary contributed
o Year 2 to 3 – 2% of salary contributed
o Year 3 to 4 – 3% of salary contributed
o Year 4 to 5 – 4% of salary contributed
o Year 5+ - 5% of salary contributed
Group Health Insurance
· Coverage begins 1st of the month following hire date
· CCLS pays 100% for staff health insurance coverage
· CCLS pays 67% of staff dependent health insurance coverage
· Low-Cost Plans for:
o Dental PPO & Vision Insurance
o Long term disability & life insurance
o Workers Compensation coverage
Cash Out Options
· Vacation Cash Out:
o Accrued vacation cashed out & added to paycheck upon request
· Overtime Pay Out (Non-Exempt Staff):
o OT paid out within 30 days of accrual, per State standards
Computer Loan Fund
· Up to $1,500 interest free loan to assist staff with personal computer purchase
State Bar Exam Leave & Loan
· Protected leave for CA Bar Exam
· Interest-free loan for Bar Exam & study course fees
· Up to 8 weeks salary advance
CCLS MANDATORY VACCINATION POLICY
Please note that CCLS currently requires all staff to be fully vaccinated and to have at least one booster (if eligible). Medical and religious exemptions to this requirement are also available.
· Website: Please visit https://www.centralcallegal.org/careers/ to submit an online application and join our CCLS family in an effort to Advance Justice & Empower People.
· Direct Application Link: https://recruiting.paylocity.com/recruiting/jobs/Details/1686399/Central-California-Legal-Services-Inc/CCLS-Administrative-Operations-Specialist
· Email: Please email application resume and cover letter to the Human Resources Manager, Jonathan Ota, at jota@centralcallegal.org.