JOB SUMMARY

Performs duties associated with collecting and entering payroll hours and attendance information; handles insurance forms and censuses and specified accounting functions for Whirley Industries, Inc., DrinkWorks Corporation, and Valid Fill.
 

DUTIES AND RESPONSIBILITIES

Enrolls new TeamMates or re-enrolls TeamMates in the hand-key system at the Bakery Building upon receipt of notification.
 
Addresses attendance exceptions and absences on a daily basis and enters attendance information to the Kronos System and in-house Time and Attendance Systems.
 
Confirms and approves time worked by all TeamMates from submitted reports.
 
Initiates paperwork including pro-rated vacation due and COBRA letters within two days of being notified of terminated TeamMates.
 
Maintains TeamMate files associated with time records, attendance, health insurance, benefits and payroll maintenance.
 
Calculates and updates earned wellness time by the 10th calendar day of the following month.
 
Prepares Time Lost Report each Monday for the previous week.
 
Prepares the following statistical reports by the 10th calendar day of the following month:
 

• Monthly TeamMate Totals
• TeamMate by Department Totals
• Resignation/Termination Summary
• Listing of terminations for the year
• Sales Tax Report
• Backlog Report
• Contract Labor Hours
• Project Labor Hours
   
  Prepares lists for the Superior Attendance Program by the 10th calendar day of first month of new quarter.  Issues quarterly and yearly gift certificates.  Places orders for gift certificates in a timely fashion.
   
  Prepares the following reports the Summer College Students and tracks eligibility for bonus based upon the terms of each TeamMate’s contract upon receipt of Change of Status and upon completion of summer employment:
• Summer Help
• College Bonus
• College Term
   
  Enrolls new TeamMates and processes enrollment changes to insurance and uniform programs upon receipt of proper paperwork and verification of eligibility. Included in this is a TeamMate meeting to explain the benefits and Whirley philosophy on proactive healthcare, as well as online enrollment updates to the various healthcare vendors.
   
  Maintains a file for insurance payments due for those TeamMates off on unpaid leave.
   

Family and Medical Leave

Responsible for processing and documenting all FMLA qualifying events by:

• Distributing notice and necessary forms to TeamMate for completion, upon learning of possible qualifying event. Upon receipt of completed forms notifies TeamMate of decision within three days via the proper FMLA forms.
• Making sure there is a meeting to explain the above packet of information and completion of it to the TeamMate.
• Coordinating the FMLA qualifying event with supervisor/manager to ensure absence reports/change of status forms are completed correctly.
• Maintaining medical file to ensure all required forms and subsequent required medical documentation are received and notifying the teammate if they are not.
• Notifying supervisor/manager and HR via e-mail to prepare absentee report and change of status report.
• Notifying teammate via mail when his/her FMLA entitlement has been exhausted.
• Review FMLA website for any pertinent updates and/or news bulletins.
   
   
  Logs TeamMate reimbursements for purchases of safety glasses and work boots to verify compliance with Company policies and prepares the requests for the TeamMate reimbursements within two days of receipt.
   
  Logs TeamMate payroll deductions for payment toward Accounts Receivable and Tools. Maintains individual ledgers for these accounts and reconciles to general ledger.
   
  Performs TeamMate Master File and deduction maintenance for regular (non-protected) TeamMates in a confidential manner.
   
  Inserts paychecks and any inserts into pay envelops for regular TeamMates. Sorts and distributes paychecks.
   
  Prepares Cash Receipts for deposits for all companies. Enters misc. checks in AS400 to proper accounts and records on spreadsheet.
   
  End of the month backlog report for General Accountant.
   
  Logs DOT physicals and coordinates payments to providers and reimbursements to TeamMates.
   
  Prepares special reports by collecting, analyzing and summarizing information and trends.
   
  Maintains financial security by following internal accounting controls.
   
  Collaborates with TeamMates in order to improve departmental procedures for the benefit of the Company.
   
  Back-up for opening and distributing mail.
   
  Performs other related duties as assigned.
   
  Submits new ideas to improve Safety, Quality and procedural operations that will benefit the Company.
   
  Temporary Staffing Agencies
• Confirm hours worked
• Send hours bi-weekly to temp agency
• Confirm hours and pay when invoice is received
• Record hours and pay on spreadsheet for Journal Entry
   

GENERAL CONDUCT

Maintains respectful working relationship with TeamMates, Managers, Shift Supervisors, Foreman to promote teamwork and a positive work environment.
 
Maintains confidentiality of TeamMate and company information to a higher degree than the law requires.
 
Committed to Continual Improvement to raise personal performance above the standard and to develop new methods to eliminate waste, improve productivity and reduce customer complaints.
 
Maintains excellent attendance as defined in the Company’s Attendance Policy.
 
Supports, enforces and complies with all company policies and procedures, including safety and quality. 
 
Submits new ideas to improve Safety, Quality and procedural operations that will benefit the Company.
 
Actively participates in meetings and discussions by providing suggestions for improvement, problem solving and offering feedback.
 
Performs duties in a manner that encourages teamwork and sets a positive example.
 
REQUIRED TRAINING
Company Policies and Procedures
J D Edwards
Safety Orientation
Repartee
Lotus Notes
AS400
Accounting Forms
Human Resources Forms
Payroll Procedures
 

QUALIFICATIONS

High school graduate with business course work at a college or business school level. Word processing, spreadsheet and computer familiarization and training. Accounting courses preferred. Strong interpersonal and keyboard skills. Demonstrated verbal and written skills. Ability to handle multiple tasks with flexibility and minimal supervision. Ability to problem-solve in collaborative manner. Speed and proficiency in data entry typing skills.