Job description:
Personnel Administrator Job Description
Purpose: To provide timely, accurate assistance with personnel-related tasks to General Manager and department managers, to support achievement of business objectives.
Status: Reports to General Manager.
Pay Level IV, Part time, hourly. May be combined with other positions for full-time at blended hourly rate.
CHEQUAMEGON CUSTOMER SERVICE AND INTERNAL SERVICE BASICS FOR ALL STAFF
- Provide excellent customer service to our shoppers, making the customer’s needs your priority whenever on the sales floor or answering the phone.
- Share information with our shoppers about co-op happenings, educational opportunities, and the benefits of co-op membership.
- Provide excellent internal customer service to all staff members, maintaining an attitude of goodwill toward yourself and others.
- Help to create a work environment that is cooperative, fun, productive, and safe, and that focuses on solutions instead of problems.
Responsibilities:
Communications
· Communicates honestly, openly and respectfully with everyone in the organization.
· Communications are clear; ensures that they have been understood.
· Stays informed by consistently reading and responding to all forms of communication from others; emails, time clock messages, texts, log books.
· Communicates needs promptly and efficiently.
· Resolves conflicts promptly; asks for assistance as needed.
Leadership
· Assist with all aspects of the operations of the department, based on organizational standards and goals.
· Develop and propose equitable, legal, cost-effective personnel policies to management as needed.
· Facilitate personnel policy manual/Handbook update with management team and issue to staff.
· Ensure departmental plans and goals are implemented.
· Attend, and participate fully in, all regularly scheduled meetings.
· Treat management, supervisors, staff and customers with consistency and fairness, in a style appropriate to a cooperative environment.
· Adhere to and enforce all conditions of employment in compliance with federal and state laws and the personnel policy manual.
· Take frequent opportunities to notice good work, using positive reinforcement.
· Take initiative to identify and resolve problems before they escalate.
· Support department managers to conduct coaching, counseling and other disciplinary actions as needed.
· Work with management to conduct investigations of complaints, harassment or grievances.
· Assist in terminations to ensure that they are handled legally and professionally.
Recruiting and Hiring
· Research new sources for recruiting diverse, qualified applicants.
· Ensure current pool of qualified applicants.
Payroll and Compensation
· Process employee timecards/time adjustments each pay period.
· Maintain accurate and current data in the bookkeeping payroll system.
· Ensure all employees are paid accurately and in compliance with wage and hour laws.
· Partner with the payroll system vendor and finance department to ensure all payroll and benefits information is recorded accurately in the accounting system.
Record Keeping and Reporting
· Maintain and secure employee documents and personnel files to ensure confidentiality and compliance with all state and federal employment laws.
· Maintain separate records regarding non-performance related issues: medical, workers comp, unemployment, background checks and wage garnishments.
· Maintain up to date job descriptions, evaluation forms and interview questions.
· Ensure that accurate staff data is included in the quarterly newsletter.
· Assist with annual staff treatment and policy governance reporting as requested by GM.
· Ensure all employee injuries are reported to worker’s compensation carrier. Follow up with injured worker as necessary.
· Prepare and distribute personnel reports as requested.
Benefits Administration
· Ensure staff is informed of benefits eligibility, options explained and assist with enrollment.
· Submit COBRA notices to insurance broker
· Assist with staff leave of absence requests according to co-op policy and in compliance with FMLA and all state/local leave laws.
· Review insurance benefit invoices monthly.
· Review annual insurance renewals with GM and make recommendations for the benefit programs.
· Assist with other benefits programs such as bicycle benefits.
Staff Support and Development
· Assist with on-boarding and orientation for new staff when needed.
· Assist with staff surveys.
· Maintain open-door policy.
· Serve as designated grievance liaison
Job Performance and Evaluations
· Assist managers or GM with implementation and documentation of disciplinary procedures.
· Monitor application of policies for uniformity and fairness.
· Inform GM of personnel problems, disciplinary action and coaching efforts.
· Distribute evaluation instruments to managers to ensure timely performance reviews of staff.
· Participate in evaluations as requested.
· Ensure that pay increases are aligned with wage scale.
· Update evaluation instruments to ensure usefulness and relevance.
· Maintain confidential records of evaluations for personnel files.
· Perform exit interviews.
General Professionalism
· Minimize absences and be punctual.
· Maintain positive relationships with outside professionals.
· Maintain confidentiality.
· Perform other tasks as needed.
The qualifications, responsibilities and job duties listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to do. Co-op reserves the right to revise this job description at any time and require that employees perform other tasks deemed necessary based on competitive, financial or environmental considerations.
Physical Job Requirements
The physical requirements described here are those that an employee must meet, with or without reasonable accommodation, to successfully perform the essential functions of this job.
· Ability to use computer keyboard, monitor, mouse, telephone, and various office equipment continuously.
· Ability to lift and carry up to 30 pounds frequently.
· Ability to lift and carry up to 50 pounds occasionally.
· Ability to be present and working in assigned area for up to 3 hours without rest.
· Ability to bend, stoop, squat, kneel, climb stairs or ladder.
· Ability to reach above shoulder height occasionally.
· Ability to talk and hear to communicate with customers.
· Finger and hand dexterity with ability to grasp and hold items of different sizes.
· Vision ability – close, distance, peripheral vision and depth perception.
· Ability to read register screen and product and shelf labels.
Working Conditions
The work environment described here is representative of the conditions an employee may encounter while performing the essential functions of this job.
· Frequent exposure to cold, hot, wet or humid conditions.
· Exposure to fumes, airborne particles, hazardous materials ranging from natural to chemical (store products, cleaning products, scents from working in a public setting).
· Exposure to and potential handling of fresh foods including meats and seafood.
· Handling objects that have been handled by the public.
· Frequently performs work standing on cement floors
· May work occasionally in temperature extremes (walk-in freezer, outside warehouse, hot kitchen, etc.).
· Noise level in the store and office is usually moderate to loud.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Qualifications
To perform this job successfully, an individual must be able to perform each essential function satisfactorily, with or without reasonable accommodation. The requirements listed below are representative of the knowledge, skill and/or ability required.
· Ability to supervise, manage and motivate self and staff.
· Excellent communication and listening skills.
· Ability to plan, develop and implement efficient, productive and cost-efficient systems.
· Strong organizational skills.
· Follow through with tasks.
· Demonstrated objectivity, neutrality and calmness under pressure.
· Functional ability to use Microsoft Office Suite products: Excel, Word, Outlook
· Working knowledge of all areas of labor law.
· Knowledge of the natural foods industry.
· Commitment to superior customer service.
· Ability to maintain confidentiality in all areas.
· Ability to work well with others in a cooperative environment.
· Accept direction willingly.
· Willingness and ability to learn and grow to meet the changing requirements of the job.