Zone Administrative Assistant

6 days ago

Miami, FL, United States Ross Full time
GENERAL PURPOSE:

Support Zone and District initiatives by performing administrative duties for Zone Directors. This position is responsible for collecting and disseminating information quickly, clearly and correctly; analyzing, interpreting and reporting operational data; identifying priorities and problems requiring action and facilitating all communications/meetings for the Zone Director.

ESSENTIAL FUNCTIONS:

  • Serve as a contact point for company policies and information.
  • Ensure store and district compliance to company policies and operating directives.
  • Partner with Human Resources Manager to ensure compliance with Puerto Rico employment regulations and laws.
  • Monitor FIDO and follow-up with Districts/Stores as needed.
  • Analyze and interpret data and identify problems/exceptions for the ZD's attention.
  • Prepare and forward reports, summaries and requests for information in an accurate and timely manner. (i.e. trip cards, succession plans, open position rpt, door agent list, training tracker, job postings, etc.)
  • Prepare written business correspondence as needed.
  • Arrange and coordinate travel/lodging and meetings/interviews/assessments for zone.
  • Perform routine clerical and administrative tasks.
  • Serve as Compensation and Payroll contact for zone:
    • Handle new hire paperwork for all exempt managers
    • Submit salary workup requests, C&B requests, profile, LOAs and process returns; vacation requests and tracking for DMs and SMs
    • Handle payroll issues including exempt COS processing, SmartForm approvals, and hourly payroll exceptions.
  • Manage all store manager (exempt & area supervisor) files for zones in zone office; file auditing to ensure files are up to date and all originals are sent to corporate
  • Submit weekly on-line expense reports for zone and district managers
  • Assist in the focal review process for all DMs, exempt managers, and store associates
  • Provide daily guidance and direction to Assistant Zone Admin.
  • Provide Zone Director recommendations and opportunities for better efficiencies in the performance of the Assistant Zone Admin.
COMPETENCIES:
  • Communication
  • Initiative
  • Organizational Understanding
  • Adaptability
  • Customer Service
  • Planning and Organizing
QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:
  • Must be fluent in speaking, reading, and writing in Spanish and English
  • Advanced PC skills
  • High level MS Office skills including Word and Excel
  • Accurate mathematical and statistical reporting and analysis
  • Ability to communicate clearly and effectively (verbal and written) with organizational awareness and sensitivity
  • Administrative/clerical skills
  • Ability to organize and prioritize multiple tasks simultaneously
PHYSICAL REQUIREMENTS/ADA:
  • Job requires ability to work in an office environment, primarily on a computer.
  • Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
  • Consistent timeliness and regular attendance.
  • Vision requirements: Ability to see information in print and/or electronically.
  • This role requires regular in-office presence, including to engage in in-person team interaction, meetings and collaboration, client support, mentoring, coaching, and/or feedback. However, this role can perform duties effectively using a combination of in-office and remote work.

SUPERVISORY RESPONSIBILITIES:

None

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