Administrative Assistant

Essential Job Responsibilities

• Answers and directs phone calls.
• Manages locations union payroll and benefits administration, including understanding proper taxation of employer-paid benefits.
• Processes timely garnishment calculations and compliance management procedures for union employees.
• Develops and provides financial reporting as needed.
• Responsible for general administrative functions of the operation.
• Serves as a go-to for general office inquires.
• Ensures accuracy in calculating and reporting on sensitive financial numbers for the operation.
• Participates in hiring process with new hire orientation, including I9 verification.
• PARTNERS WITH MANAGEMENT REGARDING DISCIPLINARY DOCUMENTS AND TERMINATION PAPERWORK.
• Affords assistance to Office Management with daily tasks, including reports and general administrative items.
• Holds a basic knowledge of compliance under HAZMAT and OSHA Regulations, including reporting any incidents to supervision immediately.
• Institutes internal written and verbal processes and procedures.
• Maintains records management in an efficient and confidential manner.
• Be aware of surroundings to maintain a safe and injury-free work environment.
• RESPONSIBLE FOR SPECIAL TASKS REQUESTED BY MANAGEMENT AND/OR SUPERVISOR.
• SUBMIT WEEKLY PROGRESS REPORTS AND ENSURE DATA IS ACCURATE.
• ENSURES ACCURACY OF PAYROLL RELATED ITEMS FOR UNION COMPANIES AND TIMELY PAYMENTS ON NON-BENEFIT RELATED DEDUCTIONS SUCH AS UNION DUES.
• MANTAINS FILE ISSUES BETWEEN ADP SYSTEMS AND UNION PAYROLL SYSTEMS.
• OTHER DUTIES AS ASSIGNED.

Qualifications

• Minimum 1 year of experience in a related operations or logistics environment (experience in payroll and accounts payable a strong plus).
• Strong understanding of safety protocols and a commitment to maintaining a safe work environment.
• Excellent attention to detail and accuracy.
• Proficient in Microsoft Office Suite.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Some knowledge of shipping industry from a vocational education institute, apprenticeship, on-the-job training, and/or similar work experience.
• Highly organized and flexible.
• Detailed oriented and works with a high degree of accuracy.
• Working knowledge of email, scheduling, and Microsoft systems.
• Valid Driver’s License.
• Valid TWIC card is required.

Benefits

• Medical, dental, and vision insurance.
• Basic life and accidental death insurance.
• Paid disability insurance, including paid parental leave if eligible.
• An Employee Assistance Program.
• Paid sick and vacation time, and company holidays if eligible.
• Paid bereavement leave.
• Paid jury duty.
• Eligible employees can enroll in the company's 401k plan, as well as a retirement plan.
• Discretionary and/or metric-based bonuses dependent on position.