Job Summary
The Human Resources Assistant will support the HR department and management team across our convenience store chain by handling critical administrative functions, recruitment, payroll processing, and accounting software management. This role is essential to ensuring smooth HR operations, compliance with labor regulations, and efficient financial management of our stores.
Primary Responsibilities
Recruitment & Application Management:
● Review and screen job applications for accuracy and completeness
● Coordinate with store managers to understand staffing needs and job requirements
● Prepare applicant tracking reports and recommendation summaries
● Communicate with candidates regarding application status and next steps
● Maintain organized applicant files and documentation
Payroll Administration:
● Process bi-weekly payroll for all employees across multiple store locations
● Verify timesheets and hours worked; identify and resolve discrepancies
● Calculate deductions, withholdings, and tax compliance requirements
● Coordinate payroll tax filings and unemployment insurance processing
● Generate and distribute pay stubs and payroll reports
● Maintain accurate payroll records and employee compensation files
Sage 100 Accounting Software Management:
● Enter and reconcile payroll data in Sage 100
● Process vendor payments and accounts payable transactions
● Generate financial reports and reconciliation statements
● Maintain chart of accounts and account classifications
● Troubleshoot system issues and ensure data integrity
● Create regular backups and ensure system compliance
HR Documentation & Compliance:
● Prepare and process employment contracts, offer letters, and termination documents
● Maintain employee files with required documentation and certifications
● Track and ensure compliance with labor laws and regulations
● Assist with new hire orientation and onboarding procedures
● Prepare HR reports and employee census information
● Manage employee records database and ensure confidentiality
Secondary Responsibilities (Convenience Store Chain Specific)
● Assist with employee benefits administration and enrollment
● Coordinate with franchise/store managers on scheduling and staffing matters
● Track employee certifications (Food Handler, Alcohol Service, etc.)
● Support expense tracking and cost analysis across store locations
● Assist with store inventory and supply ordering documentation
● Help prepare financial reconciliation reports for store managers
● Respond to employee inquiries regarding HR policies and procedures
● Maintain confidentiality of sensitive employee and financial information
● Assist with audit preparation and documentation requests
● Support special projects as requested by HR Manager or ownership
Required Qualifications
● Bachelors in Finance or Accounting; equivalent work experience in HR or accounting
● Proven experience with Sage 100 accounting software (2+ years preferred)
● Proficiency with payroll processing and payroll software platforms
● Strong knowledge of federal and state employment laws and tax regulations
● Excellent organizational and time management skills
● Strong attention to detail and accuracy with numerical data
● Ability to maintain confidentiality and handle sensitive information
● Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
● Strong written and verbal communication skills
● Ability to multi-task and work in a fast-paced environment
Preferred Qualifications
● Bachelors degree or higher in Human Resources, Accounting, or Business Administration
● HR certification (PHR, SHRM-CP) or accounting certification
● Experience in retail or convenience store operations
● Familiarity with Quickbooks, Sage 100
● Previous experience with multi-location business management
● Knowledge of point-of-sale (POS) systems
Skills & Competencies
● Attention to Detail & Accuracy
● Data Entry & Database Management
● Problem-Solving & Analytical Thinking
● Customer Service & Interpersonal Skills
● Time Management & Organization
● Technical Proficiency & Software Troubleshooting
● Discretion & Confidentiality
● Initiative & Adaptability
Physical Requirements
While this is primarily an office-based role, the candidate must be able to:
● Sit for extended periods at a desk and computer workstation
● Perform repetitive hand and finger motions (typing, data entry)
● Lift and carry documents and files weighing up to 20 pounds
● Communicate effectively by phone, email, and in person
~ Work From Home
