Office Manager (Santa Clara)

MV Transportation is seeking an Office Manager for processing / data entry and reconciliation of payroll related items, report generation and client billing, division PO reconciliation, and report analysis. This role is also responsible for the processing of employee documentation regarding onboarding, terminations, status changes, and contract compliance.

Job Responsibilities :

• Data entry and reconciliation of payroll time sheets.
• Payroll report generation and analysis.
• Preparation and submission of the monthly division invoice.
• Manage division / shop POs.
• Process employee requests for PTO and status changes.
• Processing of employee onboarding and exiting documentation.
• Manage division supplies / office expenses.
• Sourcing, recruiting, and hiring employees
• Maintaining financial, payroll, personnel, reporting, and other records as needed
• Developing and implementing innovative recruitment approaches to find and attract unique and specialized talent
• Establishing a hiring process, including reviewing applications or resumes, screening applicants, interviewing potential employees, and conducting reference and background checks
• Ensuring all personnel records are accurately maintained, including the maintenance of proper records and documentation of required training, certifications, and compliance
• Administration of compensation and benefit programs
• Addressing concerns or complaints received from staff either in person or through the Employee Hotline, investigating complaints, and documenting findings for review by regional and corporate compliance staff
• Developing and implementing initiatives to improve and maintain employee satisfaction and retention, and to minimize turnover
• Reviewing and shaping organization policies and rules in order to stay compliant and enhance the contractors performance
• Developing and revising job descriptions and training / certification checklists
• Monitoring staffing and projected work levels, and communicating with the General Manager, Safety and Training Manager, and Operations Manager regarding anticipated changes in required staffing levels
• Ensuring that employee evaluations and reviews are administered on-time and objectively
• Participating in regular meetings with the General Manager and other departments to ensure the Contractor is achieving the stated performance goals
• Ensure compliance with client, company, state, and federal requirements for employment
• Serves as Equal Employment Opportunity (EEO) and Affirmative Action (AA) officer for the location
• Acts as a liaison with a representative of an employee union
• Manage and supervise payroll staff.
• Oversee the process and distribution of weekly payroll.
• Interface with Human Resources regarding new hires, employee status changes, terminations, and benefits.
• Keep track of employees medical and dental benefits and other benefits (i.e., vacation, sick, and holiday).
• Ensure compliance with corporate, Federal, and State legal requirements.
• Prepare a manual check request for payroll and benefits adjustments.
• Develop, recommend, and implement payroll and accounting related policies and procedures to ensure accuracy and the timely processing of both payroll and accounting.
• Submit and monitor accounts payable invoices for payment and accruals.
• Assist employees, the corporate office, and vendors with inquiries.
• Lead projects such as CHP Payroll audits, Sick Pay and Health Ordinance, Benefits Open Enrollment, and year-end W-2 distributions.
• Review and ensure accuracy of preliminary and final financial statements with the General Manager and the Regional Controller.
• Perform month-end and year-end closing functions to include accrual and expense tracking, journal entries, variance analysis, and oversee semi-annual inventories.
• Perform frequent reconciliations of petty cash, accounting for all expenses, receipts, and money assigned to the division.
• Provide financial support to the General Manager and the local management team.
• Work with corporate staff and vendors to ensure timely payments and efficient resolution of other financial statement and general ledger issues.
• Review purchase orders and investigate / reconcile issues with purchase orders, invoices, and receipts.
• Ensure compliance with all local union collective bargaining agreements.
• Supervise Payroll Clerk, ensuring accurate pay for all employees - including pay rates, bonuses and allowances, and paid leave - and assist with discrepancies as needed.
• Attend operational and management meetings to fully understand division operational functions and provide financial / accounting updates as needed.
• Work with division staff to prepare / compile monthly reports for the client and General Manager.
• Run and investigate daily, weekly, and monthly reports required by the client and General Manager.
• Assist with other reporting as required by our client, General Manager, and the local management team.

Talent Requirements :

Starting salary range : $85,000 - $100,000

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