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Title

Office Manager/ HR Assistant 

Description

Visionary Integration Professionals (VIP) offers a diverse solution portfolio that allows organizations to better align strategy to execution. Our four core disciplines – Management Consulting, DevOps, Software Quality Management and Organizational Development – provide the visibility, planning, and agility needed to accelerate strategic change. Today, more than hundreds of organizations have made the right business improvements to optimize processes, instill governance, ensure security, build future leaders and capitalize on success. Founded in 1996, VIP has delivered measurable results for commercial, federal and state and local organizations big and small. VIP has offices across the U.S., including its corporate headquarters in Folsom, CA. For more information please visit www.trustvip.com.

Join VIP: A strategic approach to accelerate your career!

VIP is seeking an experienced Office Manager/ HR Assistant professional to support a wide range of administrative, technical and executive support tasks. This great opportunity will be located in Reston, Virginia. Please apply now to learn more!

Office Management - Duties & Responsibilities

  • Manage travel arrangements for employees, including tracking of credit card authorization forms and unused flight credits.
  • Schedule staff meetings and conferences by reserving facilities and arranging catering as needed.
  • Greet guests, answer inbound phone calls, and distribute and scan mail as needed to maintain e-files. Maintain company information and directories including, phone lists, birthday and anniversary calendars, seating and organizational charts.
  • Manage day to day office needs such as organizing and restocking, tracking inventory, and purchasing of all office supplies.
  • Aid reconciliation of company credit card records
  • Act as back-up for SalesForce administration
  • Act as the liaison between the company and building management regarding overall building maintenance.
  • Assist with team building initiatives, employee recognition and overall support for maintenance of organizational culture and company morale. Responsible for coordinating company’s community outreach initiatives.
  • Manage security system to include, assigning, distributing, and logging employee access key cards.
  • Assist the marketing team with the creation of new business card templates and placing orders for new hires and existing employees as needed.

HR Assistant - Duties & Responsibilities

  • Process employee terminations including sending notification, preparing out-processing emails, creating separation documents, coordinating the collection of company assets upon departure and scheduling out-processing meeting on day of termination to review necessary information.
  • Assist with on-boarding process of new employees including creating offer letters, employment agreements, running and reviewing background checks, coordinating applicable reimbursements, monitoring on-boarding status for each new hire, responding to questions, and obtaining additional documentation as needed.
  • Meet with new hires to complete Form I-9, verify I-9 documentation, submit online E-Verify cases and maintain I-9 files to ensure compliance with USCIS.
  • Prepare correspondence and update HRIS database records and process paperwork for new hires, terminations, and other status changes (promotion, salary increase, client change).
  • Conduct Verifications of Employment for the Office of Personnel Management and other vendors.
    • Some in person interviews, some paperwork/fax/email
  • Support administration of healthcare plans including enrollments, changes and terminations. Communicate changes to payroll and insurance providers to ensure accurate record-keeping and proper deductions via monthly audits. Review of weekly EDI reports and correction of errors.
  • Coding and auditing healthcare benefit invoices and tracking of related credits.
  • Tracking and ensuring timely submission of employee timesheets; running and distributing reports as needed.
  • Process Qualifying Life Events (QLE’s) as needed for employee benefits including requesting and reviewing documentation, assisting the employee, approving the changes, and communicating the changes to Payroll.
  • Support recruiting team with interview process including candidate communication and scheduling
  • Track Statement Of Work process for contract employees including preparing updating Exhibit A, and keying the change in the HRIS
  • Prepare quarterly employer HSA contributions and provide information to payroll.
  • Maintain company organization charts and the employee directory.
  • Provide assistance for key HR initiatives such as Open Enrollment.
  • Assist with annual Federal reporting preparation processes for VETS-4212, Affirmative Action, and EEO-1, including compiling information, running and auditing reports.
  • Process semi-monthly payroll data to produce accurate and timely payroll for Hourly employees.
  • Assist employees and supervisors with interpretation of HR and Payroll policies and procedures by responding to daily inquiries.
  • Update employment labor law posters to maintain compliance with federal, state, and local laws and regulations.
  • Maintain and manage the online employee training system including adding new users, archiving terminated employees and assisting employees navigate the system and its offerings.

 
Position Requirements

3 or more years of experience in Office Management, along with the following:

  • 1 or more years of experience in Human Resources
  • High School Diploma or GED required, Bachelor's degree is a plus
  • Collaboration Skills.
  • Communication Proficiency.
  • Discretion.
  • Ethical Conduct.
  • Organizational Skills.
  • Personal Effectiveness/Credibility.
  • Presentation Skills.
  • Thoroughness.
  • Time Management.
  • Problem Solving/Analysis.
  • Customer/Client Focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in an office setting which incurs moderate noise and aromas consistent with a business office. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This is a largely sedentary role; however, some physical attributes are required, for instance, manual dexterity/typing, read, count and write to accurately complete all documentation, the ability to lift up to 25 lbs. as well as, ability to climb or balance, stoop, kneel, crouch or crawl.

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

 
Tags  
Division Visionary Integration Professionals  
Req Number ADM-19-00003  
EOE Statement We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation or protected veteran status and will not be discriminated against on the basis of disability.
To find out more about your rights, please click on the link to view the Equal Employment Opportunity is The Law, EEO Supplement, Pay Transparency Nondiscrimination posters.

We participate in the federal E-Verify program to verify a new employee's eligibility to work in the United States. For more information, please review the following notices:

Equal Employment Opportunity is The Law.

E-Verify poster

Right to Work poster  
ActDutyRelDate None Specified 


This position is currently not accepting applications.

To search for an open position, please go to http://VisionaryIntegrationProfessionals.appone.com



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