full-time JOB AT THE DECC

Administrative Manager


Summary

Title
Administrative Manager

 

Type of Position
Full-Time

Type of Employment
At-Will

Annual Wage
$50,000

Department
Office of the Executive Director

Reports to
Executive Director

Date of Last Revision
07/15/2021

 

Summary/Objective
The Administrative Manager is the gatekeeper of administrative and human resource functions. They are responsible for developing and maintaining a high-quality approach to the hiring of and onboarding of all DECC employees and the processes and filing of contracts, grants, and legal documents.

Schedule
This position is full-time, 40-hours per week, primarily Monday – Friday. Some days may require shifts outside of the typical schedule to accommodate onboarding or other needed tasks.

Uniform
Business casual

Essential Functions (Reasonable accommodations may be made for individuals with disabilities.)

  • Coordinate the full hiring process with managers to hire for all departments
  • Create and/or update job descriptions
  • Assist managers to ensure appropriate record keeping procedures are practiced
  • Create and maintain pay scales
  • Develop and implement performance reviews
  • Create and/or update employee policies
  • Post/remove open positions on website and hiring platforms
  • Send offer letters and meet with candidates for onboarding and new hire paperwork
  • Ensure documentation is filed, sent to payroll, and uploaded to employee personnel files
  • Send declination letters and note applicant files for records
  • Manage information in Paycom to ensure accurate employee records
  • Assign and print employee ID badges, parking passes, and request door access
  • Answer calls and questions from current or former employees and applicants
  • Work with Payroll to provide necessary paperwork for new hires, reports, and tracking
  • File worker’s compensation claims and work with insurance company to resolve
  • File guest injury claims and work with insurance company to resolve
  • Work with labor union to follow agreement, assist with negotiations and drafted contract changes, and draft letters of agreement (LOA) or memorandums of understanding (MOU) when necessary
  • Send updated hire reports for union tracking
  • Approve Personnel Action Forms for reasons such as terminations and department transfers
  • Manage/update Paycom modules
  • Follow health and safety protocols and ensure staff is also following procedures
  • Work with the Executive Director to recognize grant opportunities
  • Assist with the preparation, drafting, submission of grant applications and proposals
  • Draft contracts and contract templates, lease agreements, and operational policies and route through the DECC’s legal advisors
  • Create and maintain an organized process and filing system for organizational contracts, lease agreements, requests for proposals, purchase orders, and processes
  • Ensure employees have proper office equipment and technology
  • Safeguard DECC keys and sign out keys as needed

Competencies

  • Excellent communication skills, both written and verbal
  • Ensure a high level of customer service
  • Ensure a high level of confidentiality
  • Ability to resolve problems and manage difficult situations as needed
  • Excellent organizational and time management skills
  • Ability to perform well under pressure and meet deadlines

Supervisory Responsibilities
None

Work Environment
The Administrative Manager will work primarily in an office setting and will spend the majority of the time sitting.

Physical Demands
This position will require someone that is able to sit for many hours at a time.  The Administrative Manager will need to use their hands frequently, and be able to see, hear, type, and speak often.

Travel Required
None

Required Education and Experience

  • 1-3 years of experience in the human resources field
  • Proficient in Microsoft Office

Preferred Education and Experience

  • Experience in drafting legal templates, contracts, and/or grant writing
  • Experience or knowledge of general payroll software (preferably Paycom)

Additional Eligibility Requirements

  • Must be 18 years of age or older
  • Successful completion of reference checks
  • Successful completion of a background check
  • Successful completion of a drug test, if applicable

Work Authorization/Security Clearance Requirements
The DECC uses USCIS Form I-9 to verify the identity and employment authorization of individuals hired for employment. On the form, an employee must attest to his or her employment authorization. The employee is required to present the DECC with acceptable documents evidencing identity and employment authorization at the time of hire. The DECC will examine the employment eligibility and identity document(s).
The list of acceptable documents can be provided by Human Resources.

At-Will Employment
This position is at will. This means if you are offered the position and accept, your employment with the DECC is for an indefinite period of time and it is subject to termination by you or the DECC, with or without cause, with or without notice, and at any time. Nothing in this job description or any other policy of the DECC shall be interpreted to be in conflict with or to eliminate or modify in any way, the at will employment status of this position.

The at will employment status of an employee of the DECC may be modified only in a written employment agreement with that employee which is signed by the Executive Director or the Chair of the DECC Board of Directors.

By your signature below, you acknowledge your understanding that your employment with the DECC is at will, and that nothing in this description is intended to constitute a contract of employment, express or implied.

EEO Statement
The DECC is an Equal Opportunity Employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualification and ability. The DECC does not discriminate in employment practices on the basis of age, color, disability, national origin, race, religion, sex, sexual orientation or any other characteristic protected by law. The DECC will follow any state or local law that provides greater protection. This policy is neither exhaustive nor exclusive. The DECC is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable laws.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with or without notice.

 

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