Description
Essential Functgions:
Human Resources Function:
- Works with corporate HR departments to ensure region is in compliance with state and federal employment practices in addition to company policies.
- Assists with long term and daily crewing/scheduling assignments.
- Assists with the preparation of employer verification of employee licensing and drug testing certifications and annual physicals, as well as other employment related forms.
- Coordinates pre-employment and annual physicals.
- Receives and verifies completion of necessary documentation.
- Responds to general employment inquiries.
- Files documents into personnel and confidential medical employment files.
- Prepares and distributes new employee packets, maintains an adequate supply of employment-related materials.
- Ensures employees are FFD.
Payroll
- Enters daily timesheet information into computerized payroll system and verifies accuracy of data.
- Addresses and corrects discrepancies prior to transmission to payroll department.
- Researches and advises all necessary corrections to any payroll detail.
- Acts as primary point of contact for vessel payroll issues and questions.
Accounts Payable/Accounts Receivable
- Receives and determines payment responsibility of AP invoices.
- Accurately codes AP invoices, obtains approving authority signature and forwards to accounting department for processing.
- Creates customer invoices and follows up as needed to ensure timely payment.
Office Management
- Coordinates and supervises all vendor servicing shoreside operations.
- Develops, implements, and maintains and professional filing system for regional documents in accordance with established company procedures and retention guidelines.
- Tracks regional financial expenditures and processes reimbursement documents.
- Provides administrative support to regional management staff including, but not limited to, preparing correspondence and travel/social function arrangements.
- Fills out initial safety incident reports.
- Initiates telephonic contact with medical facility after safety incidents.
- Adheres to all company policies.
- Performs special duties and other projects as assigned.
- Accomplishes all tasks as appropriately assigned or requested.
Knowledge, Skills, and Abilities:
- Strong oral/written communication and human relation skills in order to interact across all lines and to cultivate and maintain positive working relationships.
- Ability to prioritize and change direction as business necessitates utilizing sound judgment skills.
- Ability to remain calm in pressure situations and remain focused with constant interruptions.
- Must be detail oriented and possess solid mathematical skills.
- Ability to handle confidential and sensitive information with diplomacy, discretion, and tact.
- Ability to learn company specific computer applications specifically SAP, corporate dispatch system, and Corporate time entry system.
- Knowledge of general office procedures and effectively utilizing related equipment including, personal computers, copiers, fax machines, telephones, and postage machines.
- Ability to use marine radios and other equipment relation to marine transportation function.
- Knowledge of general employment regulations/laws in bargaining and non-bargaining environments.
- Proficient knowledge of computer software applications, specifically Microsoft Word and Excel.
- Knowledge of generally accepted accounting procedures including accounts receivable, payable, and payroll.
Minimum Requirements:
High school diploma or equivalent required. Post secondary schooling is desirable such as college, certifications, or vocational institute. 3-5 years prior experience in a general office administration support capacity is required. 2-4 years experience in the maritime industry is strongly desirable.
Young Brothers is an Equal Opportunity – Affirmative Action Employer and a VEVRAA Federal Contractor. We are committed to a diverse workforce and taking affirmative action to employ and advance in employment qualified women, minorities, individuals with disabilities and protected veterans. Young Brothers is a drug-free employer and a participant of the E-Verify Employment Verification Program.
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