What are the responsibilities and job description for the Back-Up Admin Coordinator position at Albertsons Companies?
Duties And Responsibilities
- Serves as back‑up to the Administrative Coordinator.
- Arrives to work by 6:00 AM.
- Assists the Customer Service Center as needed, covering breaks and lunch periods.
- Completes daily reconciliation, accounting functions, and VeriBalance tasks.
- In some locations, this includes counting the safe, maintaining and reconciling self‑checkout registers, fuel center funds, preparing tills, and completing deposits.
- Monitors cashier accountability and researches irregularities; reports issues to the Service Operations/Front End Manager and Store Director.
- Includes issues such as out‑of‑warranty checks, WIC violations, check‑cashing violations, cash variances, improper refunds/voids, and till imbalances.
- Partners with Division Loss Prevention and Front End leadership to resolve cash‑handling or shrink issues.
- Maintains the sales book and reports daily/weekly sales information to the Division Office.
- Assists the Store Director with billing, invoice processing, and administrative paperwork.
- Performs miscellaneous administrative duties including ordering money orders, bus passes, lottery items, gift cards, postage, and change (as applicable).
- Uses various computer programs and email to complete administrative tasks.
- Reports attendance issues and schedule violations promptly to the Store Director and relevant department managers.
- Reviews internal and external job applications; conducts screening interviews and coordinates manager interviews.
- Administers the job‑posting program, manages pre‑employment drug testing, and processes tax credit forms.
- Completes new hire processing, coordinates training, conducts orientation, and may conduct in‑store training programs.
- Coordinates and maintains all hiring-related processes, including the computer‑assisted hiring system; may attend job fairs and other recruiting events.
- Maintains recruiting materials, applications, policy acknowledgement forms, and all hiring‑related documents.
- Orders and assigns uniforms, name tags, and miscellaneous store supplies.
- Handles incoming/outgoing mail, email, and office files; updates break room communication boards as needed.
- Functions as a liaison between Human Resources, Payroll, and Benefits departments.
- Handles payroll and benefits administration tasks, time record review, payroll submission, Time & Attendance Correction Forms, schedules, and personnel records.
- Coordinates and processes leave‑related paperwork including disability, military leave, General Leave, Workers’ Compensation or Texas Workplace Injury Benefit Plan, and FMLA.
- Manages return‑from‑leave reinstatements, termination forms, and associated documentation.
- Maintains employee HR records securely; keeps medical files (FMLA, doctor’s notes, injury documents, etc.) separate from personnel files.
- Conducts in‑store file audits to ensure personnel files are complete and up to date.
- Submits personnel status changes, address changes, and termination forms; ensures compliance with record retention policies.
- Ensures minor employees have legally required work permits (if applicable) and are scheduled in compliance with state labor laws.
- Ensures compliance with HIPAA and required confidentiality standards.
- May coordinate safety‑related activities, including monthly safety meetings and service award programs.
- Answers and responds to incoming phone calls appropriately.
- Supports front end operations when needed.
- Ensures the office area remains clean and orderly.
- Performs all duties with honesty, integrity, and adherence to Company policies and procedures.
- Ability to sit for long periods; frequent movement including bending, stooping, kneeling, twisting, and turning.
- Ability to reach, lift, and maneuver items up to approximately 20 lbs.
- Requires manual dexterity and good eye‑hand coordination.
- Must strictly adhere to confidentiality expectations.
- Strong organizational and problem‑solving skills; able to prioritize workload effectively.
- Thorough knowledge of:
- Cash balancing and cash‑handling procedures
- Company policies
- Benefits and payroll systems
- Scheduling tools
- Hiring, training, and orientation processes
- Requires basic math skills (one‑ and two‑step calculations including percentages).
- Basic computer skills required.
- Operates calculators, telephones, computers, and electronic systems for ordering, personnel functions, and payroll.
- Must demonstrate good written and verbal communication skills, leadership ability, and adherence to Company Core Values.
- Friendly, courteous, and able to maintain a professional demeanor with customers, coworkers, and vendors.
- Able to work through interruptions, work independently, and take initiative.
- Consistent and reliable attendance required.
- Must comply with Company grooming and dress code standards.
- Mental alertness required to ensure accuracy and safety in completing work duties.
- Utilizes cleaning supplies as needed.
- May be required to work nights, weekends, and holidays; scheduled hours may vary.
- Work is primarily performed in a temperature‑controlled office environment.
- Occasional travel, including overnight travel, may be required.