Back‑Up Administrative Coordinator – Duties and Responsibilities

General Support & Coverage

• Serve as back‑up to the Administrative Coordinator.

• Arrive to work by 6:00 AM.

• Assist the Customer Service Center as needed and cover breaks and lunch periods.

Reconciliation, Accounting & Veri Balance

• Complete daily reconciliation, accounting, and Veri Balance functions.

• In some locations, responsibilities include counting the safe, maintaining and reconciling self‑checkout registers, fuel center funds, and preparing tills and deposits.

Cash Accountability & Compliance

• Monitor cashier accountability and research problems or shortages.

Report issues to the Service Operations/Front End Manager and Store Director, including:

• Out‑of‑warranty checks

• WIC violations

• Check‑cashing procedure violations

• Cash variances

• Improper refunds

• Voids

• Till balance irregularities

• Partner with Division Loss Prevention and Front End leadership to resolve cash and shrink issues.

Sales Reporting & Store Administration

• Maintain the sales book and report daily/weekly sales information to the Division Office.

• Assist the Store Director with billing and invoice processing.

• Perform administrative tasks such as ordering money orders, bus passes, lottery, gift cards, postage, and change (as applicable).

• Use various computer programs and email systems to complete administrative duties.

Attendance & Employee Issues

• Report attendance problems and schedule violations to the Store Director and department managers promptly.

Recruiting, Hiring & Onboarding

• Review internal and external applications, conduct screening interviews, and coordinate interviews with department managers.

• Administer the job‑posting program.

• Manage pre‑employment drug testing and tax credit processes.

• Complete the new hire process, coordinate training, and conduct orientation and related programs.

• Coordinate and maintain all aspects of the computer‑assisted hiring process.

• Attend outside recruiting events (e.g., job fairs) as needed.

• Maintain all recruiting materials, applications, policy acknowledgment forms, and interview/hiring records.

Employee Support, Payroll & HR Administration

• Order and distribute uniforms, nametags, and store supplies.

• Handle outgoing/incoming mail and maintain office files.

• Update break‑room communication boards as needed.

• Serve as a liaison between Human Resources, Payroll, and Benefits Departments.

• Handle payroll and benefits administration issues in coordination with the Store Director and HR team.

• Review time records for compliance with company policies.

• Submit and process payroll on time.

• Maintain Time & Attendance reports, correction forms, schedules, and personnel records in accordance with company policies.

Leaves of Absence & Personnel Records

Coordinate, input, and track leave paperwork including:

• Disability

• Military leave

• General Leave

• Workers’ Compensation / Texas Workplace Injury Benefit Plan

• FMLA

• Other leaves of absence

• Process paperwork for return‑from‑leave, reinstatements, and terminations.

• Maintain employee HR records securely.

• Keep medical files (doctor notes, injury documents, FMLA records, etc.) separate from personnel files.

• Ensure personnel files are complete and up‑to‑date through regular file audits.

• Submit personnel status changes, address changes, and terminations.

• Ensure compliance with records retention policies.

Legal & Policy Compliance

• Ensure minor employees provide required work certificates and are scheduled in compliance with state laws.

• Ensure compliance with HIPAA and confidentiality laws.

Safety & Store Support

• Coordinate safety‑related activities, including monthly safety meetings (as assigned).

• Support service award programs when applicable.

• Answer and respond to incoming calls appropriately.

• Support front end operations.

• Maintain cleanliness and neat appearance of the office area.

Professional Standards

• Perform all duties with honesty, integrity, and in compliance with company policies and procedures.

• Perform other necessary and required duties as assigned.