Back-Up Admin Coordinator

Duties And Responsibilities

• Serves as back‑up to the Administrative Coordinator.
• Arrives to work by 6:00 AM.
• Assists the Customer Service Center as needed, covering breaks and lunch periods.
• Completes daily reconciliation, accounting functions, and Veri Balance tasks.
• In some locations, this includes counting the safe, maintaining and reconciling self‑checkout registers, fuel center funds, preparing tills, and completing deposits.
• Monitors cashier accountability and researches irregularities; reports issues to the Service Operations/Front End Manager and Store Director.
• Includes issues such as out‑of‑warranty checks, WIC violations, check‑cashing violations, cash variances, improper refunds/voids, and till imbalances.
• Partners with Division Loss Prevention and Front End leadership to resolve cash‑handling or shrink issues.
• Maintains the sales book and reports daily/weekly sales information to the Division Office.
• Assists the Store Director with billing, invoice processing, and administrative paperwork.
• Performs miscellaneous administrative duties including ordering money orders, bus passes, lottery items, gift cards, postage, and change (as applicable).
• Uses various computer programs and email to complete administrative tasks.
• Reports attendance issues and schedule violations promptly to the Store Director and relevant department managers.
• Reviews internal and external job applications; conducts screening interviews and coordinates manager interviews.
• Administers the job‑posting program, manages pre‑employment drug testing, and processes tax credit forms.
• Completes new hire processing, coordinates training, conducts orientation, and may conduct in‑store training programs.
• Coordinates and maintains all hiring‑related processes, including the computer‑assisted hiring system; may attend job fairs and other recruiting events.
• Maintains recruiting materials, applications, policy acknowledgement forms, and all hiring‑related documents.
• Orders and assigns uniforms, name tags, and miscellaneous store supplies.
• Handles incoming/outgoing mail, email, and office files; updates break room communication boards as needed.
• Functions as a liaison between Human Resources, Payroll, and Benefits departments.
• Handles payroll and benefits administration tasks, time record review, payroll submission, Time & Attendance Correction Forms, schedules, and personnel records.
• Coordinates and processes leave‑related paperwork including disability, military leave, General Leave, Workers’ Compensation or Texas Workplace Injury Benefit Plan, and FMLA.
• Manages return‑from‑leave reinstatements, termination forms, and associated documentation.
• Maintains employee HR records securely; keeps medical files (FMLA, doctor’s notes, injury documents, etc.) separate from personnel files.
• Conducts in‑store file audits to ensure personnel files are complete and up to date.
• Submits personnel status changes, address changes, and termination forms; ensures compliance with record retention policies.
• Ensures minor employees have legally required work permits (if applicable) and are scheduled in compliance with state labor laws.
• Ensures compliance with HIPAA and required confidentiality standards.
• May coordinate safety‑related activities, including monthly safety meetings and service award programs.
• Answers and responds to incoming phone calls appropriately.
• Supports front end operations when needed.
• Ensures the office area remains clean and orderly.
• Performs all duties with honesty, integrity, and adherence to Company policies and procedures.

• Ability to sit for long periods; frequent movement including bending, stooping, kneeling, twisting, and turning.
• Ability to reach, lift, and maneuver items up to approximately 20 lbs.
• Requires manual dexterity and good eye‑hand coordination.
• Must strictly adhere to confidentiality expectations.
• Strong organizational and problem‑solving skills; able to prioritize workload effectively.
• Thorough knowledge of:
  Cash balancing and cash‑handling procedures, Company policies, Benefits and payroll systems, Scheduling tools, Hiring, training, and orientation processes.
• Requires basic math skills (one‑ and two‑step…