DUTIES AND RESPONSIBILITIES — Back-Up Administrative Coordinator Customer Service & Front-End Support

• Serve as the back‑up to the Administrative Coordinator, assuming all responsibilities when needed.

• Arrive to work by

6: 00 AM consistently.

• Support the Customer Service Center and provide break and lunch coverage.

• Answer incoming calls professionally; assist customers and resolve concerns appropriately.

• Support front‑end operations as needed.

Reconciliation, Cash Office & Financial Accuracy

• Complete the daily reconciliation, accounting, and Veri Balance processes.

• In some divisions, responsibilities include:

• Counting the safe

• Maintaining and reconciling self‑checkout registers

• Managing fuel center balancing

• Preparing tills and deposits

• Monitor cashier accountability; research and report issues such as:

• Out‑of‑warranty checks

• WIC violations

• Check‑cashing violations

• Cash variances

• Improper refunds or voids

• Till‑balance irregularities

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

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

• Assist the Store Director with billing and invoice processing.

Administrative & General Office Duties

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

• Utilize various computer programs, systems, and email platforms.

• Manage incoming/outgoing mail and maintain organized office files.

• Update breakroom HR information boards, communication postings, and required compliance documents.

• Ensure the office area remains clean, organized, and professional in appearance.

Recruiting, Hiring & Onboarding

• Review internal and external applications; conduct screening interviews and schedule department manager interviews.

• Administer the Job Posting Program and manage:

• Pre‑employment drug testing

• Tax credit processing

• Complete the full new‑hire process, coordinate training, and conduct orientation and onboarding sessions.

• Maintain all recruiting materials, applications, policy sign‑off forms, and related documentation.

• Attend external recruiting events (e.g., job fairs) when required.

HR Administration & Employee Records

• Act as liaison between HR, Payroll, and Benefits departments.

• Address payroll and benefits administration questions; support Store Director and HR with personnel issues.

• Review employee time records for payroll compliance.

• Submit and process payroll in a timely, accurate manner.

• Maintain Time & Attendance reports, correction forms, schedules, and personnel records.

• Coordinate, input, and track all leave‑of‑absence paperwork, including:

• Disability

• Military leave

• General Leave

• Workers' Compensation or Texas Workplace Injury Benefit Plan

• FMLA and other medical leaves

• Process reinstatements, terminations, and other status changes.

• Maintain secure, compliant employee HR files and keep medical files stored separately.

• Conduct in‑store file audits to ensure complete, up‑to‑date documentation.

• Submit personnel changes and ensure records retention compliance.

Compliance & Policy Enforcement

• Ensure minor associates have required work permits and are scheduled in compliance with state laws.

• Monitor and report attendance and schedule violations promptly.

• Ensure full compliance with HIPAA and all confidentiality requirements under federal and state law.

• Support safety‑related activities, including coordinating monthly safety meetings (if assigned).

• Support store recognition programs.

• Perform all duties with honesty, integrity, and adherence to company policies and procedures.