Back‑Up Admin Coordinator

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 & VeriBalance

• Complete daily reconciliation, accounting, and VeriBalance 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.