Operations Support Administrator
Holding Hands Inc., Pasadena, CA, United States
Operations Support Administrator
Department:
Administrative - Other
Employment Type:
Full Time
Location:
Pasadena, CA
Compensation:
$20.00 - $25.00 / hour
Description
The Operations Support Administrator is a multi-functional support role responsible for ensuring the accuracy and compliance of employee timekeeping and session systems while also providing general office, front-office, and entry-level administrative support.
Key Responsibilities
Timekeeping & Session Audit (Primary Focus)
Perform daily, weekly, and bi-weekly audits of employee timecards and session systems to ensure accurate, compliant recording of:
Clock-in/clock-out punches
Meal and rest periods
Overtime, double time, and premium pay
Session start/end times aligned with scheduled services
Appropriate task, service, and administrative coding
Identify, correct, and document:
Missing, overlapping, or duplicate punches
Unapproved or excessive administrative time
Inaccurate mileage, travel time, or session entries
Improper or undocumented manual edits
Ensure all corrections include required explanations and supporting documentation.
Monitor potential off-the-clock work, timekeeping irregularities, or policy concerns and elevate as appropriate.
Verify time-off entries align with approved requests and company policy.
Payroll & Compliance Support
Support payroll processing by ensuring timecards are complete, accurate, and approved by established deadlines.
Coordinate with employees to ensure timekeeping and sessions are completed timely and accurately.
Verify overtime and schedule changes are pre-approved and compliant with applicable wage‑hour laws.
Maintain accurate audit trails and support documentation for payroll and compliance reviews. Coordinate with applicable management to discuss trends and corrective actions.
Entry‑Level HR Administrative Support
Serve as a first‑line administrative support resource for employee questions related to:
Timekeeping and session accuracy
Basic HR processes (forms, documentation, routing of requests)
Coordinate and route employee questions, concerns, and requests to the assigned HR Coordinator in accordance with established HR protocols.
Assist with distributing and collecting HR‑related forms, acknowledgments, and documentation.
Support onboarding and offboarding processes, including:
New hire paperwork coordination
Timekeeping system access
Badge creation and basic orientation support
Maintain organized, confidential HR and personnel records in accordance with company policies.
Note:
This role does not provide policy interpretation, legal guidance, or employee relations determinations, and escalates such matters to the assigned Supervisor, HR Coordinator, or HR leadership.
General Office & Front-Office Support
Open and close the office in accordance with established procedures.
Serve as a first point of contact for clients, visitors, and staff, both in person and over the phone.
Answer, screen, and route incoming calls; respond to general inquiries or direct callers to appropriate departments.
Assist clients and staff with check‑in and basic administrative needs.
Maintain a professional, welcoming, and organized front‑office environment.
Route scheduling inquiries and cancellations to appropriate operational staff.
Office Administration & Facilities Support
Order, track, and restock office, clinic, and administrative supplies, as assigned or requested through site leadership.
Coordinate general office maintenance needs, including submitting service or repair requests, as requested by site leadership.
Monitor office spaces for safety, cleanliness, and organization; elevate issues as needed.
Skills, Knowledge & Expertise
Required Qualifications
High school diploma or equivalent required; associate’s degree preferred.
1–3 years of experience in operations administration, timekeeping, office support, or HR administrative support.
Experience interacting with employees, clients, or the public in a professional setting.
Strong working knowledge of electronic timekeeping systems (e.g., ADP or similar).
High level of attention to detail and organizational accuracy.
Preferred Qualifications
Experience in healthcare, behavioral health, or other regulated environments.
Prior experience supporting HR administration or payroll audits.
Skills & Competencies
Exceptional attention to detail and accuracy.
Strong customer service and communication skills.
Professional discretion with confidential information.
Ability to triage issues and elevate appropriately.
Strong follow‑through and documentation skills.
Ability to manage competing priorities and deadlines.
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Department:
Administrative - Other
Employment Type:
Full Time
Location:
Pasadena, CA
Compensation:
$20.00 - $25.00 / hour
Description
The Operations Support Administrator is a multi-functional support role responsible for ensuring the accuracy and compliance of employee timekeeping and session systems while also providing general office, front-office, and entry-level administrative support.
Key Responsibilities
Timekeeping & Session Audit (Primary Focus)
Perform daily, weekly, and bi-weekly audits of employee timecards and session systems to ensure accurate, compliant recording of:
Clock-in/clock-out punches
Meal and rest periods
Overtime, double time, and premium pay
Session start/end times aligned with scheduled services
Appropriate task, service, and administrative coding
Identify, correct, and document:
Missing, overlapping, or duplicate punches
Unapproved or excessive administrative time
Inaccurate mileage, travel time, or session entries
Improper or undocumented manual edits
Ensure all corrections include required explanations and supporting documentation.
Monitor potential off-the-clock work, timekeeping irregularities, or policy concerns and elevate as appropriate.
Verify time-off entries align with approved requests and company policy.
Payroll & Compliance Support
Support payroll processing by ensuring timecards are complete, accurate, and approved by established deadlines.
Coordinate with employees to ensure timekeeping and sessions are completed timely and accurately.
Verify overtime and schedule changes are pre-approved and compliant with applicable wage‑hour laws.
Maintain accurate audit trails and support documentation for payroll and compliance reviews. Coordinate with applicable management to discuss trends and corrective actions.
Entry‑Level HR Administrative Support
Serve as a first‑line administrative support resource for employee questions related to:
Timekeeping and session accuracy
Basic HR processes (forms, documentation, routing of requests)
Coordinate and route employee questions, concerns, and requests to the assigned HR Coordinator in accordance with established HR protocols.
Assist with distributing and collecting HR‑related forms, acknowledgments, and documentation.
Support onboarding and offboarding processes, including:
New hire paperwork coordination
Timekeeping system access
Badge creation and basic orientation support
Maintain organized, confidential HR and personnel records in accordance with company policies.
Note:
This role does not provide policy interpretation, legal guidance, or employee relations determinations, and escalates such matters to the assigned Supervisor, HR Coordinator, or HR leadership.
General Office & Front-Office Support
Open and close the office in accordance with established procedures.
Serve as a first point of contact for clients, visitors, and staff, both in person and over the phone.
Answer, screen, and route incoming calls; respond to general inquiries or direct callers to appropriate departments.
Assist clients and staff with check‑in and basic administrative needs.
Maintain a professional, welcoming, and organized front‑office environment.
Route scheduling inquiries and cancellations to appropriate operational staff.
Office Administration & Facilities Support
Order, track, and restock office, clinic, and administrative supplies, as assigned or requested through site leadership.
Coordinate general office maintenance needs, including submitting service or repair requests, as requested by site leadership.
Monitor office spaces for safety, cleanliness, and organization; elevate issues as needed.
Skills, Knowledge & Expertise
Required Qualifications
High school diploma or equivalent required; associate’s degree preferred.
1–3 years of experience in operations administration, timekeeping, office support, or HR administrative support.
Experience interacting with employees, clients, or the public in a professional setting.
Strong working knowledge of electronic timekeeping systems (e.g., ADP or similar).
High level of attention to detail and organizational accuracy.
Preferred Qualifications
Experience in healthcare, behavioral health, or other regulated environments.
Prior experience supporting HR administration or payroll audits.
Skills & Competencies
Exceptional attention to detail and accuracy.
Strong customer service and communication skills.
Professional discretion with confidential information.
Ability to triage issues and elevate appropriately.
Strong follow‑through and documentation skills.
Ability to manage competing priorities and deadlines.
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