Overview

The Office Administrator will provide administrative support to all Spectra departments (concessions, catering) at the venue, as well as to the Executive Chef and General Manager. Administrative duties may include, but are not limited to, assisting with payroll, handling A/P and A/R responsibilities, assuring compliance in hourly employee personnel files, handling basic HR duties, scheduling, and general clerical duties, and GL entries.

It is critical that the Office Administrator have the ability to multi-task, organize and prioritize tasks, and willingly assist Spectra staff where needed. In light of the sometimes seasonal and event-driven nature of our business, the successful incumbent will have the ability to focus on and prioritize the administrative duties that are most critical and time-sensitive.

Responsibilities

• Provide general office / administrative / accounting support including input of weekly cash and sales reports, A/P and A/R data entry, event reporting.
• Assist with basic payroll functions: compile and process weekly payroll, data entry, timekeeping verification, ensure W-4, I-9 forms are complete and on file; maintain employee deductions file.
• Provide accounting support to company departments.
• Reconcile bank deposits to sales reports, inventory levels, payroll reporting, A/P and A/R activities.
• Provide general office and clerical support: copying, filing, correspondence, telephone inquiries.
• Assist in handling basic Human Resources functions: personnel file maintenance, answer employee inquiries regarding scheduling, facilitate job fairs and new hire orientation, maintain employee training logs, submit workers compensation claims and maintain OSHA log, basic report generation, respond to initial unemployment claims, interface with employees regarding basic employment issues.
• Relay any accounting, HR, employee relations, safety, policy or procedural concerns, and any situation that may result in disciplinary action, to management (Concessions/Catering Manager, GM) in a timely and responsible manner.
• Assist with event related duties as needed.

Qualifications

• Minimum of 2 years administrative assistant experience.
• Understanding of accounting and financial reporting principles and practices.
• Demonstrate knowledge of payroll and tax issues, basic knowledge of employment law.
• Advanced proficiency with computers in a Windows platform including Microsoft applications, accounting/payroll/HRIS systems.
• Extensive experience preparing accurate spreadsheets and reports.
• Ability to consistently adhere to the highest standards of integrity, professionalism, ethics and confidentiality.
• Consistent and reliable attention to detail, accuracy and validity.
• Ability to consistently adhere to the highest standards of integrity, professionalism, ethics and confidentiality.
• Ability to multi-task in a fast-paced, changing environment. Must work well under pressure of deadlines.
• Ability to successfully interact and collaborate all team members professionally and supportively.
• Excellent organizational and time management skills.
• High level of proficiency with computers, Microsoft applications, accounting/payroll/HRIS systems. Experience with Solomon, ADP and/or Ceridian a plus. Extensive experience preparing spreadsheets and reports.
• Consistent and reliable attention to detail, accuracy and validity.
• Ability to interact with a diverse spectrum of individuals calmly, professionally, supportively.
• Minimum of 2 years administrative assistant experience.
• Ability to adhere to highest standards of ethics, integrity, professionalism, and discretion. Ability to execute solid management decisions quickly and efficiently.
• Ability and willingness to work extended hours (i.e. evenings, weekends, holidays), as frequently required by event or business necessity.
• Ability to develop and maintain cooperative working relationships with company and business contacts.