Commoneo LLC Hiring for Administrative Assistant – Manufacturing Plant at Peterborough, ON Full Time

Description:

Reporting to the Plant Manager, this position provides support to the Peterborough Facility and other business functions across the company. Delivers first-rate administration and customer service to associates at all levels, and to external contacts as required. Assists with the administration of payroll, time keeping and related activities. The descriptions below include but are not limited to the duties of this position.

Job Description
Delivery of Weekly Payroll:

• Review, audit, sign-off and submit weekly payroll processing through Kronos to Ultipro/UKG (payroll). Liaise with supervisors and managers with any anomalies encountered when auditing the weekly payroll.
• Support the weekly payroll process by reviewing all payroll documents/register review for final payroll run and advise payroll of any errors or inconsistencies.
• Lead interface between payroll and Peterborough facility; initiative-taking in understanding and resolving any payroll related inquiries.
• Submit weekly changes for the upcoming payroll for example: employee status change forms, payroll corrections/adjustments (using the PICO Tool), etc. as provided by management.
• Maintain an up-to-date employee roster for each pay period.
• Liaise with payroll team for updates, changes, concerns, etc.
• Maintain local payroll files as required.

Time Keeping & Related Administration of Kronos: Maintain employee profiles in Kronos such as new hires, changes, terminations, accruals, etc.

• Responsible as Kronos super user and administration of system.
• Troubleshoot Kronos issues and communicate to the team, as necessary.
• Probation tracking for all hourly new hires; preparation and distribution of packages upon completion and processing of completed documentation.
• Prepare and process the weekly attendance reports and discipline tracking sheet.
• Liaise with Kronos team for updates, changes, concerns, etc.

Finance Support & Administration: Create PO’s using in-house systems (KO Buy, SAP, etc.). Vendor setup and maintenance. Search for new vendors and liaise with vendors as required.
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• Process invoices and ensure prompt payment and correct assignment of accounts.
• Trouble shoot and reconcile vendor, invoice, and PO issues.
• Prepare and submit various reports monthly, quarterly, and annually for finance (petty cash report, accruals, compensated absences, etc.).
• Maintain petty cash voucher/disbursements.
• Maintain scrap log and processing incoming cheques.
• Maintain utilities log (EWG report).
• Liaise with finance team for updates, changes, concerns, etc.
• Maintain local finance files as required.General Administration:

• Update and maintain UFCW seniority list and distribute quarterly for both Minute Maid and Fairlife CBA’s.
• Calculate and process annual sick/personal day and vacation payouts.
• Manage and track annual distribution of safety footwear, eye wear and freezer wear, etc. as per the requirements of both CBA’s.
• Manage hourly employee annual wage increases as per the requirements of both CBA’s including updating payroll, finance, Workday and Kronos (wages, employee profiles and jobs).
• Greet visitors and manage the sign-in procedure including notifying the appropriate contact for the visitor (responsible for taking attendance of salaried personnel during fire-emergency evacuations).
• Monitor and manage attendance and sign-in boards.
• Follow and enforce security protocols and liaise with security to obtain badges, etc.
• Manage office supplies, process incoming and outgoing mail, couriers, etc.
• Liaise with the uniform company for any changes required by employees. Review invoices and ensure the employee list is correct. Notify the vendor off any changes required (i.e. uniform size changes, adding and removing employees, etc.).
• Create, prepare, and distribute various letters, memos, announcements, notices, postings, reports, etc.
• Arrange for annual shredding/disposal of files.
• Assist with social functions and other events (take your kids to work day, charities, gift distribution, luncheons), etc.
• Assist with organizing and arranging luncheons and meetings (Town Halls, etc.).
• Assist and prepare for various company audits, as required.
• Record various greetings on phone system, coordinate teleconference calls, troubleshoot telecommunications and office equipment (as required).
• Photocopy, scan, and fax documents including the assembly of onboarding binders, etc. as required.
• Maintain various internal phone lists, employee lists, etc.
• Maintain local files as required.
• Complete other project work for managerial and other staff as required (presentations, training packages, investigations, etc.).

Functional/Technical Skills or Knowledge Required Customer Service Orientation: Continuous focus on delivering excellent service to all internal and external customers and visitors. First point of contact with the public. Listens and anticipates needs of customers and creates solutions while working within tight timelines for multiple clients. Communication Skills: Ability to communicate effectively with the public, and with associates at all levels within the Company at various locations. Both oral and written communication skills are essential to success in this position.
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• Interpersonal Skills: Well-developed interpersonal skills are required for effective relationship building with all associates. Must demonstrate a positive attitude and a willingness to cooperate, working towards solutions with team spirit. Professional conduct and appearance are critical for this role because of its visibility as first contact with, and representative of, the Company.
• Organization Skills: Highly developed skills in prioritization, organization, initiative, and sound judgement are keys to successful performance on the job every day. Ability to think ahead and act proactively is required in this role. Must be able to work on multiple tasks and juggle priorities for numerous clients. Much of the focus is on detail-oriented work.
• Flexibility: Adapting to change and variation in work procedures is increasingly a requirement of this position. Required to take an open-minded and flexible approach to new situations or procedures and adjust behavior and priorities accordingly.
• Technical: This position is a computer software resource for all office staff. Since this position processes the weekly payroll, specialized payroll/benefits system knowledge is required. Knowledge of company benefits, policies, and procedures. Knowledge and comprehension of collective labour agreements. – Software Skills Required: Microsoft Office; Payroll Systems; ERP Systems.

Educational/Experience Requirements Minimum secondary school education with courses in business administration required. Computer software skills essential. Some payroll/accounts payable experience or education are also required preferably within a unionized environment.

Job Type: Full-time

Pay: $30.00-$32.00 per hour

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Peterborough, ON: reliably commute or plan to relocate before starting work (preferred)

Experience:

• Manufacturing Administration: 3 years (required)
• Payroll Administration: 1 year (required)