ExecutiveFull TimeEN
Fox Bros. Piggly Wiggly is a 100% employee owned grocery chain with 10 locations in Southeastern Wisconsin. We have been awarded “Top Workplace” by the Milwaukee Journal Sentinel for several years in a row. Here is a snapshot of the duties you can expect:
SCOPE OF POSITION
Reporting directly to the President & Owner is under day -to-day direction of our Director of Operations regarding general Administrative duties and responsibilities, with coordination of HR/Benefits related issues duties and responsibilities through our Director of Human Resources.
BASIC FUNCTION:
Provides day-to-day performance, coordination and administration of company’s human resource and benefits administration and related HR office operations. Assist with performing assigned general administrative support functions.
ESSENTIAL FUNCTIONS:
1. HR Responsibilities:
A. Set-up, secures, maintain and administer Human Resource records, files, databases and employee personnel/medical files. Ensures documents going into file are dated, signed, etc.
B. Controls access to employee files/records per company policies and approval of HR Director.
C. Initial company contact regarding requests of employment related information, files, etc. Provide follow-up with government agencies regarding faxes, information, copies, etc, as pre-approved through HR Director.
D. Company liaison regarding employment references, as directed by HR Director.
E. Responsible for tracking, communicating employee performance review dates and providing proper review packets for managers in a timely manner. Works through Store Director regarding return of such documents. Ensures documents are complete, signed and dated by all parties prior to filing.
F. Schedules Drug & Alcohol tests, as warranted. Communicates results on a need-to-know basis, as warranted.
G. Puts together mandated government employment related reports and obtains HR Directors review and approval prior to sending out. (EEO-1)
H. Coordinates employee service award program, monthly birthday’s recognition and related communications.
I. Coordinates company outings/events. Attends events to ensure proper administration, coordination, etc.
J. Keep Owner, Director of Operations, Store Directors and HR Director aware of pertinent issues, information, etc. warranting their knowledge, action and/or resolution.
K. Keep Policies Guides, PHYSHEETS and Job Descriptions to date.
L. Assists in timely processing and communication of employee wage increases to payroll and ensures proper documentation as warranted. Monitor wage holds and ensure follow up actions occur from manager.
M. Ensures Personnel Files are properly maintained. This includes documentation of employment classification/status changes and that a related status change letter is on file.
N. Performs miscellaneous HR assignments/duties, as required.
2. Benefits Responsibilities:
A. Provides timely benefits orientation for employees upon respective benefit eligibility.
B. Tracks employee benefit eligibility, ensures timely enrollment and processing (Health, Life, Dental
C. Insurance, STD and 401[k] Plan.) Audits billing statements and makes appropriate corrections with provider.
D. Audits work hours with Store Directors to ensure full-time employees maintain their benefits status.
HR Administrative Support Position Description – Page 2 of 2
Benefits Responsibilities - continued:
E. Works closely with HR Director regarding employee status changes, termination, leaves of absence, FML, etc. as related to benefits administration.
F. Is initial contact for employees regarding benefits issues and is our company liaison with all third party administrators.
G. Creates, maintains and administers Employee Benefits records, files and database. This includes proper coordination, security and access of employee medical files.
H. Administers COBRA notification, employee election and receipt of payment for those electing such coverage.
I. Ensures proper and timely postings, communications, processing of eligible employees regarding Open Health Care enrollment periods, benefits changes, etc.
J. Participates in Health Coverage renewal meeting with respective TPA’s, Owner and HR Director.
K. Participates as a member of our Benefits Task Force and Safety Committee.
L. Responsible for timely communication/implementation of health care coverage, new plan year programs, communications, services providers, etc. (Coordinates this with our key health care TPA’s/Broker)
M. Coordinates quarterly 401K meetings with 401K committee members and is an active participant in such meeting, which includes taking and distributing meeting minutes and creating meeting agendas. Works with HR Director, 401K Consultant to ensure action items are achieved.
N. Keep Owner, Store Directors, Supervisor and HR Director aware of pertinent issues, information, etc. warranting their knowledge, action and/or resolution.
O. Performs miscellaneous Benefits assignments/duties, as required.
3. General Responsibilities:
A. Over-sees HR offices. Keeps offices in order and ensures supplies and related office equipment is in maintained and/or in proper operation.
B. Provide administrative support to Owner, as warranted, which includes composing letters, drafts, contracts and process routine correspondence as required.
C. Assist Director of Operations, Store Directors, and Department Managers with administrative Support. (Administrative support provided and/o requested below level of Director of Operations is with knowledge and approval of the Director of Operations.)
D. Generate reports and communications, as warranted.
E. Ensures confidentiality regarding all duties and responsibilities.
F. Maintain Company bulletin boards and related postings. Ensures timely posting and removal of postings.
G. Performs miscellaneous Administrative assignments/duties, as required.
Position Skills/Requirements:
4. Proven Administrative Assistant/Secretary office experience.
5. Working knowledge with employee records, HR/Benefits administration and coordination, desired.
6. Excellent organization, details orientation, accuracy and follow through skills.
7. Able to work with confidential and financial information. Not engage in idle chat, rumors or gossip.
8. Excellent employee relations’ skills and ability to maintain a professional image and presence.
9. Able to make decisions based upon facts and not be swayed by emotion or friendship.
10. Excellent verbal and written communication/correspondence skills. Be a self-starter and work under minimal direction/supervision.
11. Proficient PC skills with related spreadsheet and software application. (Microsoft Office Products desired)
12. Able to travel to and work at assigned store locations.
13. Able to work in a fast paced and changing environment. Be flexible and enjoy varied tasks and able to multi-task.
14. Proficient basic math competencies. (Accuracy with funds, checks, and basic accounting/financial information.)
15. Meet position productivity, accuracy, and quality, dependability and Job PHYSHEET requirements.
EQUIPMENT/TOOLS OPERATED:
Proficient skill in operation of standard office equipment such as fax, mulit-phone line equipment, PC, copy machine, calculator, printers, typewriter, mail-related equipment, scanners, etc.
