Mountainview Biological Consulting, based in Winchester, CA, is a Woman-Owned Business on the INC5000 list for two years in a row! We are a team of skilled wildlife biologists specializing in various areas such as botany, herpetology, ornithology, project management, and compliance monitoring. We offer accurate and reliable field surveys, biological site assessments, wetland delineations, and compliance monitoring.
Job Description:
Mountainview Biological Consulting, LLC is seeking a detail-oriented and organized Administrative Assistant to join our dedicated team. This position requires a minimum of 5 years of proven experience in administrative support roles, particularly in payroll and financial management. The successful candidate will exhibit a proactive approach to communication and collaboration, ensuring smooth operations within the company.
Key Responsibilities:
Timesheet Quality Assurance and Quality Control (QAQC)
Review employee timesheets for accuracy and compliance with company policies.
Communicate with employees regarding any discrepancies and ensure timely corrections.
Payroll Processing
Process payroll bi-weekly through PayChex, ensuring all hours worked, overtime, and deductions are correctly applied.
Respond to payroll-related inquiries from employees promptly and accurately.
Expense Receipt QAQC
Verify expense receipts submitted by employees to ensure they meet company policies and IRS guidelines.
Prepare expense reports for management review, making recommendations if discrepancies arise.
Reimbursement Processing
Manage the reimbursement process for employee expenses, ensuring timely and accurate payments.
Maintain records of reimbursed expenses and support documentation for auditing purposes.
Onboarding and Offboarding
Coordinate the onboarding process for new hires, including orientation schedules, IT setup, and benefits enrollment.
Facilitate offboarding processes for departing employees, ensuring all necessary documentation and exit interviews are completed.
Basic Contracts Administration
Assist in the management of contracts, ensuring compliance with company and legal standards.
Maintain organized and accurate records of all contracts and amendments.
Project Setup in Quickbooks and/or PayChex
Set up new projects in Quickbooks and/or PayChex, ensuring compliance with accounting standards.
Collaborate with project managers to align financial tracking with project goals.
Qualifications:
Minimum of 5 years of experience in administrative support or a related field, with specific experience in Payroll, basic HR-type tasks, and basic Contracts Administration.
Proficiency in PayChex and Quickbooks, with the ability to learn new software as necessary.
Demonstrated proficiency in project management tools such as Asana, and collaboration platforms including SharePoint and Microsoft Teams.
Strong attention to detail, with a commitment to accuracy and quality in all work.
Excellent written and verbal communication skills, with the ability to interact professionally with employees at all levels.
Ability to handle sensitive information confidentially and with integrity.
Valid California driver's license (if local travel is required) and reliable transportation.
Additional Information:
This position may require occasional overtime during peak periods or project deadlines.
Mountainview Biological Consulting, LLC is an equal opportunity employer. We welcome applicants from all backgrounds and experiences, and we are committed to maintaining a workplace that is free from discrimination based on race, ethnicity, gender, sexual orientation, disability, or any other status protected by California law.
Compensation and Benefits:
Competitive salary based on experience.
Flexible work environment (local or remote).
Healthcare benefits and retirement plans.
Paid Time Off (PTO) to promote work-life balance.
If you meet the qualifications and are interested in joining a dynamic and supportive team, please submit your resume and cover letter highlighting your relevant experience to [your email/contact information].
Application Deadline: [Insert deadline, if applicable]