Administrative Officer

HR consultant business, dedicated to addressing all your hiring needs efficiently. In today’s competitive landscape, finding the right talent is crucial, and I am here to streamline that process for you. Additionally, I specialize in creating Human Resource Information Systems (HRIS) tailored to your organization's unique requirements. These systems help to enhance your HR management and improve overall productivity. Furthermore, I can assist in developing comprehensive policies that align with your company culture and ensure compliance with industry standards. , About Apex Apex Workforce & Talent Foundation is a virtual workforce academy that trains, tests, and certifies future professionals through structured learning, real-world simulations, and employer partnerships. Our Administrative team keeps time, records, outreach, and candidate support accurate so payroll-session data, recruiting, and compliance stay clean. Position Summary Admin Officers are the department’s timekeepers and operational support. You record session hours, attendance, unpaid volunteer overtime, and leave; clear errors before certification; support assigned departments on recruiting cards; and run Admin Help Desk and outreach tasks. Precision matters—your entries feed session workflow, approvals, and leadership audits. Core Responsibilities Time & Scheduler (primary) Log work times, shifts, breaks, absences, and leave on assigned team Time & Leave sheetsTrack leave balances and pending requests; enter or correct leave in scope when directedFind missing punches, fix bad entries, and flag conflicts before validationValidate timesheets only when punches, schedule match, pending leave, and weekend rules are cleanVolunteer Overtime (Saturday/Sunday) submit or support VOT requests; certify VOT on the timesheet only after approval—recurring schedules skip weekends unless VOT is approvedNever certify your own timesheet; route personal time to Admin Supervisor / leadershipMeet period deadlines so Supervisors and Admin Leadership can approve and lock on time Recruiting support (Legacy Tracker) When assigned as Admin Officer on a candidate card log notes, complete activities (no reassign), upload Admin-controlled documents only (e.g. background-related searches, accreditation, reference check materials as authorized)Use Reference Check and limited profile fields as permitted; other HR fields remain read-onlyNotify your Admin Supervisor when activities are marked complete Administrative Workspace & Help Desk Work assigned Admin Help Desk tickets (recognition messages, surveys, certificate/recommendation routing support, graduation opt-in support, etc.)Support school outreach tracking when assigned (research notes, follow-ups, status)Help maintain department org chart accuracy under Supervisor approvalFollow document rules uploaded files keep their original file names unless a user renames them Communication & systems Use Apex Channel, Tasker, Calendar, and notifications; respond to assignments promptlyProtect confidential personnel, payroll-session, and candidate dataEscalate system issues through Help Desk; do not bypass access controls What you do not do Approve or certify your own time or leaveAct as Admin Supervisor (no roster approval authority, no Supervisor-only reassignments) unless formally placed in that roleRun full HR stage moves or unrestricted candidate profile editsSkip validation rules or enter weekend hours without approved VOT Ideal candidate Highly organized, detail-oriented, comfortable with deadlinesAble to follow written workflows and dual-control rules (prepare → validate → others approve)Clear written communication; professional with interns, supervisors, and leadershipLearns software quickly (timekeeping, ticketing, document upload)Values integrity, accuracy, and confidentiality Nice to have prior timekeeping, HR admin, customer service, or virtual office experience; interest in nonprofit / workforce development. Schedule & environment Virtual program; session hours as assigned (Morning / Afternoon / Evening options may apply)Recurring schedule is Monday–Friday unless Volunteer Overtime is approvedReports to Admin Supervisor (and works with Chief Admin Officer / Assistant Chief Admin Officer as needed)