AG Labor Strategies Assistant

Job Description Job Summary: The Ag Labor Strategies Assistant provides day-to-day administrative support to Ag Labor Strategies group in areas including labor, production data reporting, compliance, and overall administrative support in an accurate and timely manner. The individual will also support field staff to ensure recordkeeping of daily activities performed on the farming operations is completed timely and with utmost accuracy. The Assistant will execute a variety of complex projects with a high level of professionalism including payroll processing, onboarding/offboarding of guest workers and contact with government agencies. The position will support all districts in California.

Job Contributions And Key Responsibilities Administration

• Train field personnel in proper methods of gathering and submitting required employee information/reports to include Bruno use, new hire packets, terminations, work hours, etc.
• Assist with mass onboarding and layoff activities, including preparing, uploading, and maintaining required files and documentation.
• Upload, maintain, and update accurate personnel data into HRIS in a timely manner, ensuring compliance.
• Participate in onboarding of new employees including foreign guest workers and domestic workers and ensure employees receive accurate information to include, but not limited to benefits, company policies, compensation, food safety, etc.
• Label and issue employee badges.
• Assist employees in obtaining personnel information such as benefits information, W2s, checks stubs, etc.
• Maintain data collection equipment in proper working conditions including badges, bar codes, scanners, etc.
• Manage and order office supplies as needed.
• Assist in coordination of meetings, training and onboarding sessions.
• Act as liaison between office and field.
• Support special projects and process improvements.
• Act as lead person in the domestic recruitment process phase and maintain accurate recruitment log for all petitions.
• Act as lead person in the domestic recruitment process phase and maintain accurate recruitment log for all petitions.
• Manage employee documents and assist in the preparation for extensions and transfer request.
• Assist in coordinating and scheduling appointments with SSA for workers and ensuring all required documentation is prepared and complete.
• Maintain complete, accurate, and audit-ready personnel and program files in compliance with regulatory requirements.
• Manage reporting and invoices for external clients.

Compliance

• Prepare all documentation needed for internal, Governmental agency audits.
• Prepare all documents needed for internal and external safety compliance audits. Inspect and ensure ranches that are in compliance and prepare for audit.
• Train field staff in all compliance areas and proper documentation practices.
• Assist with documentation and coordination of compliance and safety training programs.
• Maintain accurate daily records of meals served to H-2A employees in compliance with program and regulatory requirements.
• Identify and escalate potential compliance risks or discrepancies to management in a timely manner.
• Assist in documenting workplace incidents and accidents, ensuring timely and accurate completion of all required reports for compliance.

Payroll

• Support payroll coordinator with pay rate changes, lost time corrections, emailing timecard records to management and ensuring timely approvals.

Other

• Provide administrative, reporting, and coordination support for special projects, compliance initiatives, and emergency response efforts as directed.
• Other duties as assigned.

Knowledge, Skills And Abilities Knowledge

• Clerical Support
• Microsoft Office Suite - Proficient

Skills / Abilities

• Excellent interpersonal skills, to including a professional and diplomatic demeanor
• High level of organizational and time management skills
• Handle confidential and sensitive information with a high degree of professionalism
• Demonstrate a high level of attention to detail and accuracy
• Demonstrate a sense of urgency and is a self starter
• Be flexible and open to change
• Demonstrate reliability and dependability
• Communicate fluently (verbal, written, listening and presentation) in English and Spanish required

Abilities

• Communicate fluently and professionally (written, verbal, listening, reading and presentation) in English and Spanish are required.
• Establish a strong rapport with senior management and a strong relationship builder / influencer.
• Demonstrate successful management of a guest worker program.
• Manage / prioritize large workload and multiple projects / demands across customer base; and to competently juggle competing priorities and changing expectations.
• Competently use Microsoft Office suite.
• Establish and maintain effective working relationship with production management, partners, and outside agencies / vendors.
• Demonstrate professional and culturally sensitive relationships with diverse groups of workers.
• Brainstorm and analyze complex problems, identify alternatives, recommend and take corrective action.

Education Level High School Diploma or equivalent

Field/s of Education Related Fields

Years Of Experience Minimum 1 year in clerical support, agricultural experience a plus

Licenses

• Valid Driver’s license and ability to be insured under the company insurance.

Languages

• English Spoken: Fluent Read: Fluent Written: Fluent
• Spanish Spoken: Fluent Read: Fluent Written: Fluent

Necessary Software

• Microsoft Office Suite - Basic

Travel Requirements

Ability to travel 90 percent of the time – local (to include field visits and travel between main office and field. May also be required to visit other districts occasionally.

• Pay scale: $21.50 – $25.00