Administrative Assistant

About WorkSmart

At WorkSmart Staffing, we empower talent, enable companies, and elevate communities—one job at a time. For over 35 years, we’ve served as a leading woman-owned staffing and recruiting firm, specializing in the Manufacturing and Logistics sectors. With deep roots in the Southeast, we are driven by values that prioritize Compassionate Service, Responsive Service, Innovative Service, Service with Integrity, Safe Service and Performance-Driven Service. We embrace change and innovation, recognizing that continuous adaptation is essential in today’s fast-paced, technology-driven world. We are committed to fostering a culture of open, respectful communication where two-way feedback is not only expected but encouraged. By empowering employees to engage openly with leadership and across teams, we strengthen collaboration and drive collective success.

Position Summary

The Administrative Assistant provides comprehensive administrative support to leadership and internal departments while assisting with payroll processing and HR administrative functions. This role requires strong organizational skills, attention to detail, discretion, and accountability in handling employee documentation, payroll coordination, compliance tracking, and general office operations.

The Administrative Assistant supports operational efficiency by maintaining organized systems, ensuring accurate payroll processing, assisting with employee recordkeeping, and supporting the Human Resource Manager with HR administrative tasks. This role operates with defined performance expectations aligned with company KPIs and individual agreements that reflect strategic goals, ensuring administrative, payroll, and HR processes support compliance, accuracy, and overall organizational success.

Key Responsibilities

Administrative Support & Office Coordination

• Provide day-to-day administrative support to leadership and internal teams.
• Manage calendars, schedule meetings, and coordinate appointments as needed.
• Prepare, format, and maintain correspondence, reports, and internal documentation.
• Maintain organized electronic filing systems to ensure accessibility and confidentiality.
• Respond to internal and external inquiries in a professional and timely manner.
• Assist with special projects and general office coordination as assigned.
  
  

Payroll Assistance & Processing

• Process weekly payroll for external employees in compliance with federal, state, and local regulations and company policies.
• Reconcile time records, verify approvals, and ensure payroll data is accurate prior to processing.
• Set up new hires in payroll systems to ensure timely and accurate onboarding.
• Input and maintain employee deductions, garnishments, and pay adjustments with accuracy.
• Maintain payroll records in accordance with retention and compliance requirements.
• Respond to employee payroll-related questions and resolve discrepancies promptly and professionally.
  
  

HR Administrative Support & Compliance

• Assist the Human Resource Manager with onboarding and offboarding documentation for internal employees.
• Prepare, organize, and maintain employee personnel files in compliance with federal, state, and company requirements.
• Track required employment documentation, including I-9 forms, background checks, and policy acknowledgments.
• Support benefits administration tasks, including eligibility tracking and enrollment documentation.
• Assist with unemployment documentation as needed.
• Help ensure required employment notices and compliance documents are distributed and properly recorded.

System Management & Reporting

• Maintain payroll and HR systems to ensure data accuracy and timely updates.
• Conduct basic audits of payroll and employee data to identify discrepancies.
• Generate routine reports to support payroll accuracy, HR compliance, and leadership reporting needs.
• Identify and recommend administrative process improvements to enhance efficiency and service delivery.

All responsibilities are to be carried out with a focus on aligning with the company's strategic priorities, performance standards, and any individualized agreements, in order to promote consistency, accountability, and transparency. The employee is also expected to perform other duties, responsibilities, or special projects as assigned, consistent with the overall purpose of the position and the operational needs of the company.

Qualifications

• Minimum of 2 years of administrative support experience; payroll or HR experience preferred
  • Working knowledge of payroll systems and basic HR administrative processes
  • Strong organizational and time management skills
  • High attention to detail, accuracy, and confidentiality
  • Solid understanding of payroll and employment compliance requirements preferred
  • Proficient in Microsoft Excel and other Microsoft Office applications
  • Strong written and verbal communication skills

Equal Employment Opportunity Statement
WorkSmart Staffing is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and do not discriminate against employees or applicants based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.

At-Will Employment
Employment with WorkSmart Staffing is at-will. This means that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. This job description is not a contract of employment and does not alter the at-will nature of employment.