Administrative/Payroll Assistant

Conco Services LLC is looking for an Administrative/Payroll Assistant for our Verona, PA Location. 

With hundreds of people working around the world, the Conco team is global, diverse and passionate about delivering quality products and services to our customers. In condenser cleaning, nondestructive testing, leak detection, water-jet cleaning and many more service lines. Conco offers a wide variety of opportunities on which to build a valuable and rewarding career!

At Conco we offer competitive salary, health, vision, and dental coverage, 401K, and great opportunities for advancement. If you're looking for employment with a long-recognized company throughout the Power Generation & Petro-Chemical Industries with over 100 years' experience, you found it!

Position Summary  

The Administrative/Payroll Assistant will be responsible for but not limited to providing comprehensive administrative support to multiple departments within the organization, ensuring smooth daily operations and effective communication across teams. This role requires a highly organized, detail-oriented, and proactive individual capable of managing multiple tasks and priorities in a dynamic office environment including payroll tasks. The Administrative/Payroll Assistant serves as a key point of contact and contributes to the overall efficiency and productivity of the office and payroll department.

Essential Functions and Responsibilities

• Manage day-to-day office operations and maintain a clean, organized workspace.
• Order and maintain inventory of office supplies and promotional items.
• Manage incoming and outgoing mail and coordinate shipping, including trade show materials and internal requests.
• Serve as the main point of contact for building maintenance requests, coordinating with vendors for repairs or services.
• Conduct monthly fire extinguisher and routine safety checks.
• Support company events, meetings, and celebrations (setup, cleanup, catering coordination).
• Coordinate with vendors, and internal teams to verify deliveries and resolve discrepancies.
• Maintain delivery logs and submit documentation to appropriate departments.
• Schedule conference rooms and support guest visits or meetings.
• Serve as the Assistant to the CEO and execute any tasks required.

Payroll & Timekeeping Support

• Assist with reviewing approximately 700 timecards across Eastern locations, including Verona, Youngstown, Columbus, Queensbury, Sylvan, Carrollton, Gonzales, Jackson, and Kissimmee.
• Ensure compliance with specialized payroll rules, including:
• California Double Time regulations
• Nuclear industry–specific timekeeping requirements
• Field Weekend Overtime policies
• Monitor and follow up on:
• Pending Punch-Out requests
• Time-off requests, ensuring timely approvals
• Duplicate entries and corrections
• Holiday Pay Code accuracy during holiday periods
• Identify and investigate questionable timecards (e.g., over 16 hours worked) and potential time fraud.
• Communicate with employees and managers to resolve discrepancies and clarify entries.
• Send reminders for retroactive pay adjustments when applicable.
• Handle incoming timecard-related phone calls and resolve issues promptly.
• Run, review, and interpret timekeeping and payroll reports as needed.
• Prioritize daily and weekly tasks to meet payroll deadlines.

Payroll & Data Entry Support

• Verify and enter new job numbers in Paycom for NetSuite jobs.
• Assist with new hire verification, including:
• Reviewing and correcting PTO accruals based on hire dates
• Ensuring direct deposit setup for non-1099 employees
• Tracking and verifying job offer letters; making corrections as needed for special agreements
• Support benefit enrollment periods and other HR-related activities.
• Perform general payroll data entry and documentation tasks as needed.

Qualifications and Skills

• Demonstrates flexibility and a team-oriented mindset to support overall office operations as needed.
• Comfortable handling multiple tasks and shifting priorities.
• Clear and professional communication skills, both written and verbal.
• Strong organizational skills with attention to detail.
• Customer service skills for internal and external interactions.
• Basic knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint).

Physical Requirements

The capacity to use a keyboard, mouse, and various office equipment (such as printers, phones, and fax machines) to complete assigned duties. Ability to sit for extended periods while working at a desk or computer. Adequate vision (with or without correction) to read documents, emails, and work on a computer screen. Sufficient hearing to engage in conversations and participate in phone calls and meetings. Occasionally lift and carry files or office supplies up to 25 pounds. Occasional walking, standing, and bending to perform tasks, access files, or attend meetings. Ability to work in a typical office setting with moderate noise levels, varying temperatures, and exposure to computers.

Work Environment

The work environment is primarily office-based, requiring employees to perform tasks while seated at a desk for extended periods. Daily responsibilities include using a computer, handling documents, and engaging in virtual or in-person meetings. The atmosphere is quiet and professional, with opportunities for collaboration in designated spaces. Employees should be comfortable with prolonged focus on detailed tasks and occasional light physical activity, such as retrieving office supplies or attending in-office meetings.