Office Manager Jobs

Department:FPS

Location:Pittsburgh, PA

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MaxSent delivers "Exceptional Without Exception" service - and we want you to be our next team member. Our officers and managers are the foundation of success at MaxSent.

This position will assist in supporting the overall day-to-day functions of an FPS Protective Security Officer contract. Duties will include billing, invoicing, and personnel file maintenance. Work may involve responsibility for receiving, reviewing, and entering personnel actions and information updates in a computerized Human Resource System (HRIS), processing payroll transactions, explaining and calculating pensions and benefits information, and communicating information to employees, and departmental representatives.

The position requires excellent customer service when working with internal and external customers. This position will also be responsible for general office administration and reception coverage.

Essential Functions

• Processes payroll data, resolves errors, and ensures accuracy of payroll within the required time frame.
• Clerical duties - responding to e-mails and direct communications, answering phones, and maintaining files;
• Audit the accuracy of billing information entered in the system and monitor the operation of billing systems
• Maintains applicant documentation and assists in new hire procedures.
• Performs special projects as assigned
• Assist with processing/verification/distribution of payroll
• Open, read, route and distribute incoming mail and other material, and prepare answers to routine correspondence and emails
• Schedule and confirm meetings/appointments. Maintain scheduling and event calendars.
• Research and resolve payroll issues while providing the top level customer service
• Maintains HR Personnel files in an orderly and complete form.
• Serve as point of contact for external and internal clients. Receive phone calls and visitors. Refers to appropriate staff. Responsible for resolving customer service issues that may arise.
• Direct visitors to appropriate staff member
• Maintain office supplies, process office supply orders, and distribute supplies as needed.
• Perform various duties including, but not limited to file maintenance, work space and general/common area cleanup.
• Responsibility for reception services including telephone coverage, front desk coverage.
• Responsible for maintaining office supplies. Help perform period stock inventories and procure supplies as needed
• Other duties as assigned.
• Receives and checks each time sheet for accuracy, days/hours worked, leave availability, leave transmittals with doctor's certificate when required
• Responsibility for copier projects, mail handling, supplies control
• Directing and coordinating office services and related activities
• Submits timely and accurate invoices
• Executes weekly audits of employee timesheets, corrects and contacts employee or supervisor with any discrepancies.
• Interacts with employee population for payroll related questions and assists with answering employee questions via phone, email and in person.
• Performs general office administration to ensure smooth operation in the office
• Compose, type, and distribute meeting notes, and routine correspondence. Create spreadsheets, presentations, and reports in support of assigned department.
• Maintaining payroll confidentiality
• Employment verification administration
• Prepare and finalize a variety of reports to support and meet government reporting requirements.
• Assist management with audits

Required Education And Experience

• Ability to manage multiple issues, emails and tasks, and ensure prompt feedback
• Interpersonal skills necessary in order to communicate with a diverse group, staff, and clients and provide information with ordinary courtesy and tact while maintaining strict confidentiality by phone, in person, and by email.
• Extensive computer and Microsoft Office skills
• Experience working with union contracts
• Graduation from high school and two (2) more years of experience in administrative support work, including data entry, payroll, Human Resources, and customer service.
• Bachelor-s degree or Associates equivalent preferred.

MAXSENT IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER. THE COMPANY SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT BECAUSE OF RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION, GENDER OR GENDER IDENTITY (EXCEPT WHERE GENDER IS A BONA FIDE OCCUPATIONAL QUALIFICATION), NATIONAL ORIGIN, AGE, DISABILITY, PROTECTED VETERAN STATUS, MARITAL STATUS, GENETIC INFORMATION OR ANY OTHER FACTOR PROTECTED BY LAW.

START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req_id=2497839&source=2497839-CJB-0)