Payroll Assistant / Sales Administrative Assistant

Payroll Assistant / Sales Administrative Assistant

JOB TITLE:   Payroll Assistant / Sales Administrative Assistant
Department:   Human Resources / Sales
Reports To:   Human Resources
Salary Range:   $31.25-$35.00/hour – Depends on years of experience.

POSITION OVERVIEW: The Payroll Assistant / Sales Administrative Assistant will support smooth payroll processing and provide administrative support to the sales team. This role is designed for a full-time schedule split between payroll support and sales administration, with approximately 20 hours per week dedicated to payroll-related tasks and the remaining time dedicated to sales and administrative support.

WORK SCHEDULE AND ROLE ALLOCATION: This is a full-time support role split between payroll and sales administration. Approximately 20 hours per week will be focused on payroll-related responsibilities, including timesheet review, punch verification, lunch-break tracking, payroll processing support, and timesheet approval. The remaining work time will be focused on sales administrative support, including database maintenance, client communications, appointment scheduling, website coordination, vendor follow-up, and general administrative assistance.

IDEAL CANDIDATE: The ideal candidate is organized, accurate, dependable, and comfortable switching between payroll details and general administrative support. This person should enjoy helping processes run smoothly, following up on missing information, communicating clearly with employees and clients, and supporting both payroll and sales operations.

GENERAL DUTIES AND RESPONSIBILITIES:
Specific duties include, but are not limited to:

Payroll Support

  • Assist with payroll processing to help ensure employees are paid accurately and on time.
  • Review employee timesheets for completeness, accuracy, and required approvals.
  • Check timesheets to confirm lunch breaks are recorded properly.
  • Verify that employees have clocked in and clocked out correctly for scheduled shifts.
  • Identify missing punches, time discrepancies, or incomplete entries and follow up with the appropriate employee or manager.
  • Prepare, organize, and maintain payroll records and supporting documentation.
  • Approve or route timesheets for approval according to company procedures.
  • Communicate payroll-related issues or concerns promptly to management.
  • Maintain confidentiality of employee payroll and timekeeping information.

Sales Administrative Support

  • Maintain and update customer, prospect, and sales-related databases.
  • Send routine client emails and follow-up communications as directed.
  • Schedule appointments and meetings with clients, prospects, and internal team members.
  • Assist with website-related updates, coordination, and follow-up with vendors as needed.
  • Coordinate with outside vendors to help ensure projects, updates, and administrative tasks are
    completed on time.
  • Provide general administrative support to the sales team, including organizing information, preparing simple documents, and tracking follow-up items.
  • Support day-to-day office, sales, and administrative tasks as assigned.
  • Enter Essential duties

REQUIREMENTS:

  • Strong attention to detail and accuracy.
  • Ability to handle confidential information with discretion.
  • Excellent written and verbal communication skills.
  • Advanced proficiency in timekeeping systems, payroll systems, databases, email, and Microsoft Office or similar tools.
  • Excellent proficiency in MS Office Suite, Excel, Word, Teams.
  • Familiar with wage and hour requirements.
  • Organized, reliable, and able to follow established procedures.
  • Ability to manage multiple priorities and follow up on open items.
  • Prior payroll, administrative, HR, or sales support experience preferred.
  • Capable of using independent judgment and solid decision-making skills.
  • Must be adaptable to change, work well under pressure, and meet tight deadlines.
  • Ability to effectively work in a fast-paced environment under constantly changing priorities.
  • Self-motivated to accomplish goals, with a strong sense of responsibility.
  • Maintain cooperative working relationships with those contacted in the course of work.

Physical Requirements:
This is largely a sedentary position requiring prolonged periods of sitting, working at a computer, and using standard office equipment. The employee must be able to communicate effectively, occasionally move about the office, and occasionally lift or carry items weighing up to 15 pounds.

Please note :This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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