Administration Specialist - Pinkerton Government Services (Long Island, New York)

Pinkerton Government Services, (PGS) specializes in security, fire, and emergency services for government agencies and contractor companies that are required to meet federal government security, fire, and emergency services requirements.  Our mission is to provide innovative and cost-effective solutions to ensure the safety and security of the assets of the U.S. Government and government contractor organizations, worldwide.  Our goal is to enhance the success of our clients and their operations by providing demonstrably superior security services with the highest degree of integrity and responsiveness, while enhancing the success of our fellow employees by creating career-enhancing opportunities. 

For PGS to continue to be a leader in the security industry we will endeavor to foster a culture of trust, equal opportunity, teamwork, responsibility, high expectations, and open communication with our clients, employees, and shareholders.

JOB SUMMARY

Performs a variety of responsible administrative including receptionist, clerical support, data entry, word processing, and uniform maintenance. Associate will perform a variety of human resources administration functions, including: conducting hiring processes, recruiting, initial training, and new associate orientation; administering benefits, entering associate information into the automated resource system, maintaining personnel files, providing counseling and maintaining EEO/AA records.

ESSENTIAL FUNCTIONS

         The functions listed describe the business purpose of this job.  Specific duties or tasks may vary and be documented separately.  The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.

         All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.

         Employees are held accountable for successful job performance.  Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.

         In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations.  Employees are required to notify superiors upon becoming aware of unsafe working conditions.

         All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures.  In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

1.      Perform a variety of office administrative functions, such as preparing correspondence and reports, processing mail, telephone and in-person reception, and filing.

2.      Schedule meetings and conferences and assists with travel reservations.

3.      Process paperwork for benefits enrollment of new associates per client contracts; monitors assignment of associates to various client sites to ensure continued eligibility of the associate for benefits; coordinates enrollment and changes with Region or operations center benefits function.

4.      Input scheduling/payroll data into automated resource system; verifies associate hours worked to contract requirements; determines overtime rates and billing hours; completes payroll documents for corrections.

5.      Reconcile all payroll entries and invoices; verifies and distributes paychecks; processes payroll for terminated associates in required time frame.

6.      Review client billings and ensures proper billing amounts; reconciles payroll data to time sheets and accounts receivable to time sheets and makes adjustments; responds to client questions and reconciles discrepancies; prepares invoice corrections.

7.      Review all accounts payable and ensures timely payment; verifies amounts and calls vendors on any discrepancies.

8.      Contact clients to collect on past due accounts.

9.      May serve as Office Manager and provide lead direction to administrative and/or support staff.

10.  Perform tasks and duties as assigned.

11.  Prepare state/city board security applications; coordinates licensing activity with supervisors and issues guard cards upon receipt; advises appropriate management staff of any irregularities encountered in an individuals licensing procedure.

12.  Assist with the recruitment, screening, interviewing, hiring and orientation of new employees; prepares necessary paperwork for personnel files.

13.  Coordinate the application process and maintenance of applicant logs with administrative staff.

14.  Process corporate affirmative action reports and other personnel reports; tracks percentages and advises appropriate management staff of any adverse impact or potential adverse impact in hiring, transfers, promotions, or terminations.

15.  Record associate information, such as: personal and tax data, compensation and benefits data, attendance, performance reviews, or evaluations; termination date and reason.

16.  Update and maintains confidential personnel files to document personnel actions and to provide information for payroll and other uses.

17.  Examine personnel files to answer inquiries; provides information to authorized persons.

18.  Compile data from personnel records and prepares reports using typewriter or computer.

19.  Perform tasks and duties of a similar nature and scope as required for assigned office.

20.  Provide telephone reception; interacts in a positive manner with staff, customers and the public.

21.  Take telephone messages; relays messages as appropriate.

22.  Greet visitors to the office; provides information and verifies purpose of visits; notifies employees of visitors who have arrived for appointments or other reasons.

23.  Sign for special deliveries.

24.  Process incoming and outgoing mail; files documents appropriately.

25.  Prepare accurate letters, memos and reports in a timely manner.

26.  Schedule meetings and conferences and assists with travel reservations.

27.  Gather marketing data and other information; enters information into databases and produces reports.

28.  Perform a variety of administrative support functions as assigned, including word processing, data entry, completion of forms, filing, and maintaining equipment and uniform inventory.

Enthusiastic, qualified applicants, please send resumes with a cover letter and salary history via Email to the attention of Lisa.Boyle@pgsusa.com