Administrative Assistant II

As a member of the Payroll team in PHIs HR department, the Administrative Assistant is responsible for completing the payroll filing project and providing administrative and clerical support.

This is a time-limited position that is expected to last 9 months. This is a hybrid position that requires working in the office in Oakland, CA approximately 2-3 days per week and working remotely the rest of the workweek.

Pay: $18.32 to $21.64 per hour. The typical hiring range for this position is $18.32 to $21.64 per hour (with an approximate annualized salary of $38,100 to $45,005 based on 100% FTE). The starting wage is determined based on the candidates knowledge, skills, and experience.

Employment Type: Full Time

Essential Duties & Responsibilities

• Converts paper files to electronic files using a copier or scanner and Adobe Acrobat.
• Sorts, saves, and organizes files for easy access, following rules and ensure compliance.
• Creates documents, creates and maintains databases.
• Collects, files, and organizes payroll and other office documents, such as reports and highly confidential records.
• Files digital documents, including encrypted documents and email correspondence.
• Schedules meetings with Zoom and Outlook.
• Transcribes or takes notes during meetings. Creates meeting agendas, minutes, and memos.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Answers questions and provides customer service to PHI employees via phone and email.
• Other duties as assigned.
  
  

Minimum Qualifications

• At least 1 year of administrative and/or clerical experience required.
• High School diploma or equivalent.
  
  

Other Qualifications

• Good oral and written communication skills. Strong grammar and spelling.
• Strong organizational, filing, and time management skills.
• Great customer service skills, including a personable and positive attitude.
• Good working knowledge of Microsoft Word, Excel, Adobe Acrobat, Outlook, and Zoom.
• Ability to work independently with little-to-no supervision and ability to work as part of a team.
• Attention to detail. Ability to follow instructions.
• Good working knowledge of office machines including copiers, scanners, PC or laptop.
• Ability to work prolonged periods sitting at a desk, working on a computer, standing at copy or scanning machines.
• Ability to lift and move boxes weighing up to 25 lbs.
• Ability to commute to work in the office in Oakland, CA as well as working remotely.
• Some college is a plus.