Job Description

Job Description

Job Description

Job Summary:

The Staffing Assistant plays a vital role in supporting the daily operations of the staffing branch. This position works closely with the Staffing Manager and Branch Manager to assist with recruitment, onboarding, employee dispatch, timecard processing, client communication, and front-office support. Depending on business needs, the Staffing Assistant may specialize in specific focus areas, such as payroll processing and auditing, recruitment, or afternoon/PM/weekend coverage. Strong administrative skills, attention to detail, and excellent customer service are essential in this position.

Key Duties and Responsibilities:

Front Office & Administrative Support

• Greet walk-in applicants and employees, answer phones, and provide professional customer service.
• Maintain a clean, organized, and welcoming front office environment.
• Assist with maintaining office supplies and placing orders when necessary.
• Manage physical and electronic filing systems, ensuring audit-ready records.
• Support preparation of documents, flyers, and reports as requested.

Recruitment & Onboarding Support

• Lead in recruiting candidates through job boards, social media, flyers, and referrals.
• Help applicants complete online applications and required documentation (W-4, I-9, etc.).
• Upload and maintain accurate digital records of employee documents.
• Participate in orientation processes, including safety program introductions and job-specific training.

Dispatch & Operational Support

• Assist with daily dispatch operations, tracking employee transport, coordinating schedules, and ensuring timely arrivals.
• Support vehicle safety and maintenance tracking, including scheduling inspections and keeping accurate logs.
• Provide backup for driver duties if qualified and assigned.
• Support the Staffing Manager in organizing safety meetings and site visits.

Payroll & Timekeeping

• Enter and maintain accurate employee timecards in the system.
• Assist with payroll processing and troubleshooting basic payroll questions from employees.
• Help with invoicing tasks, including uploading timecards and verifying billing accuracy.

Employee & Client Relations

• Respond promptly to employee and client inquiries, delivering high-quality customer service.
• Assist with employee relations, including handling advances, gas reimbursements, bus passes, and pay card setup.
• Help address client questions regarding invoices, timecards, and routine service matters.
• Conduct follow-up calls or site visits to ensure satisfaction of placed employees when needed.

System & Process Support

• Assist with maintaining the TempWorks On-Site Time Clock system, including employee QR code cards, client setup, and contact updates.
• Manage daily make-up payrolls and weekly auditing processes.
• Ensure accurate data entry and timely updates in staffing software systems.

General Support & Flexibility

• Handle any other administrative or operational tasks as assigned to ensure smooth office operations.
• Provide coverage for afternoon, PM, weekend shifts as needed to support branch hours and workload.

Focus Areas:

• Front office tasks , greeting applicants, answering phones, and maintaining a welcoming environment.
• Supports basic onboarding processes , including online applications and paperwork completion (W-4s, I-9s, etc.).
• Assists with timecard collection and basic payroll data entry , under the Staffing Manager’s direction.
• Maintains weekly payroll auditing procedures , completing payment entries, collating time cards, and verifying accuracy of entries.
• Provides general administrative support , helping with filing, office supplies, and routine tasks. May assist in specific needs like driving employees, recruitment events, or evening/weekend coverage as needed.
• Events: Assist with job fairs, community events, and outreach activities to enhance recruiting efforts.
• Recruitment: Focus on sourcing, screening, and engaging candidates to build a strong talent pool.
• Afternoon/PM/Weekends: Provide office coverage during non-standard hours, maintaining operational support and customer service.

(Focus areas may rotate or adjust based on branch needs and workload.)

Qualifications:

• Valid Driver License in good standing (if required for driving duties).
• Proficiency in Microsoft Word and Excel.
• Excellent customer service and communication skills.
• Strong attention to detail and organizational skills.
• Dependable, with a sense of urgency and ability to multitask in a fast-paced environment.
• Willingness to work extended hours, afternoons, evenings, or weekends as needed.

Preferred Qualifications:

• Experience in administrative, staffing, or HR-related roles preferred but not required.
• Payroll administration experience strongly preferred.
• Experience using social media platforms for recruiting is a plus.
• Bilingual in English and Spanish is a plus but not required.

Reports To:

• Staffing Manager and Branch Manager

Additional Duties/Responsibilities:

• Flagger Proctor: May become certified to train and certify new employees as flaggers; responsible for coordinating and conducting classes as needed.
• Safety Coordinator: Supports the growth of safety programs by conducting site safety visits, managing PPE and vehicle maintenance, leading the LMS system, and serving as the primary contact for all incidents, accidents, and injuries.

Leading, Full-Service Staffing Agency with 30+ years' experience in the industry. Privately owned and operated, with 18 locations in the mountain west.

Company Description

Leading, Full-Service Staffing Agency with 30+ years' experience in the industry. Privately owned and operated, with 18 locations in the mountain west.

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