Administrative Assistant (HR Assistant)

The Administrative Assistant (HR Assistant) provides support to the executive, management and administrative staff and functions of The Glass Jar, Inc. including Human Resources and general office support. The Administrative Assistant (HR Assistant) reports directly to and is under the supervision of the Human Resources Coordinator, and works in conjunction with the Finance Manager and our current administrative staff.

The Glass Jar, Inc., which includes The Penny Ice Creamery and The Picnic Basket, was founded in Santa Cruz, CA in 2010 with a focus on made from scratch deliciousness, locally sourced ingredients and community.  We currently operate six Penny Ice Creamery locations across Santa Cruz County and Santa Clara County, along with our cafe, The Picnic Basket, near the Santa Cruz Beach Boardwalk. 

The Glass Jar, Inc. is hiring an organized, enthusiastic, articulate and detail-oriented person that is looking to expand their skills and knowledge. This person has a strong interest in learning and executing HR-related functions and administrative duties of a small business in the restaurant industry.

This position includes responsibility for the security and integrity of sensitive data and will be expected to maintain The Glass Jar’s confidentiality. A background check is required for this position. 

This position allows for a flexible schedule, but will require reliable transportation in order to move between locations. Work will be performed in the Santa Cruz office and at each worksite as required. 

This person should be comfortable and familiar with G-Suite (Google Workspace), and be able to learn and navigate our Point of Sale (Toast), external delivery systems (DoorDash), security system (Ring), and any other relevant systems or programs.

Requirements

Human Resources Responsibilities Include: 

- Assist the HR Coordinator in hiring, including: posting open positions, initial screening of applicants, scheduling interviews, assist in conducting interviews, responding to applicants/ interviewees/ candidates. 

- Assist the HR Coordinator in onboarding, including: tracking onboarding requirements (paperwork/ certifications/ keys/ access to Ring alarm systems, Quickbooks entering), scheduling trainings, and conducting follow up correspondence with new hires. 

- Help maintain employee documentation including applications, hiring paperwork, tax forms, CA Food Handler Cards, RBS Certifications, waivers, write-ups, reimbursements, final paycheck receipts, job descriptions, accident/injury reports, etc.

- Assist in employee data tracking, including: sick pay accrual, attendance records, wage or position changes, employee life cycle data, employment classification status. 

- Maintain our compliance and safety records for each business/ location, including: health and selling permits, inspections, certifications, pasteurization licenses and CDFA requirements, Santa Cruz County and Santa Clara County health and safety requirements, and other related safety and compliance needs required by law and/or The Glass Jar.  

- Maintain the routine maintenance schedules for our equipment and refrigeration. 

Administrative/Office Responsibilities Include: 

- Work in conjunction with the HR Coordinator & Finance Manager in facilitating the orderliness of our data entry and filing systems; sorting and filing.

- Travel to various shop locations as needed.

- Compile data; data entry.

- Assist in printing/ generating/ mailing/ delivering vendor and payroll checks.

- Manage change banks for various locations as needed.

- Assist with payroll. 

- Check and sort the mail.

Additional Duties and Qualifications Include:

- Conduct relevant research and collect information. 

- Answer phones as necessary.

- Support other employees as needed.

- Work with others at The Glass Jar in a poised and professional manner. 

- Communicate clearly and effectively with internal and external stakeholders (written and verbal communications). 

- Assist with finance and HR projects as needed by management.

- Help with office organization.

- Submit orders for office supplies or other supplies as directed by management. 

- Review incoming email and postal mail, printing, data entry, sorting/ filing and other administrative tasks as assigned.

- Uphold all standards of The Glass Jar, Inc. and serve as a brand ambassador. 

- Work on additional projects as assigned. 

Benefits

Perks & Benefits Include:

- Competitive Compensation

- Medical/ Dental/ Vision Insurance for Full Time Employees

- Opportunities for Advancement 

- Company Outings and Events

- Discounts at Select Local Businesses

- Paid, Hands-On Training

- CalSavers Retirement Savings Program 

- Ice Cream & Coffee!

Equal Employment Opportunity Statement

At The Glass Jar, Inc. we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Glass Jar, Inc. believes that diversity and inclusion among our teammates is critical to our success as a company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.