Administrative Assistant

Job Overview

Compensation $25-30/hr

Location:

Bend, OR (fully on-site)
Contract to hire

Schedule:

M-F 8-6pm

• Run Timecard report every morning and highlight people missing time, no lunch or work past 6 pm.
• Put in any prevailing wages on the timecards and once the payroll is complete manually do a certified payroll and send to the client
• Send out a no work performed for each prevailing wage job client that do not have payroll in the month
• Daily calculate piecework from each work order and put piecework on each employee (enter piece rate in ADP, Supplemental Code)
• Process each work order in Job Pro
• The day before payroll review pull Piecework report and check everyone's time and missing piecework the day before payroll review
• Send out reminders to employees to approve their time sheet (ADP)
• For payroll review, have all work orders available so the employees can view them if they have questions. Payroll review is three days before the pay date.
• After review, approve all time and supplemental codes
• Bring in the 90 batch and import the IDI/timebank into a batch.
• In the 90 batch delete all columns except for the memo PTO column. There should be no time or supplemental money in this batch.
• Do a preview of the payroll and check for any errors. Do corrections if necessary
• Process the payroll upload to ADP Workforce Now

• Log in the OSHA 300 Log Accidents
• Fill out reports on 301 forms with accident

• Log Work orders in excel spreadsheet (2026 Monthly Billing on shared drive)
• Look up Right to Lien on resident owners (look at the Reports tab, Bid, to see if customer was sent a Right to Lien with proposal)

• Manage birthday, office events, and anniversary celebrations
• Payables on a few invoices monthly, quarterly
• Answer phone calls and assist any clients that come through the door.
• On Friday's pull a gas report
• Take payments via credit card

• Experience payroll plus
• Prior experience 2+ years
• Experience with time and attendance plus

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied.

Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age,…