HR & Payroll-Office Administrator
Location: Dunedin, FL
Job Type: Full-Time (Part-Time may be considered for the right candidate)
Schedule: Monday–Friday, 8:30 AM – 4:00 PM
Pay: $20.00–$25.00 per hour, based on experience and qualifications
About Us
We are a growing, family-owned ice cream company with seven retail locations throughout Pinellas County and a newly established corporate office in Dunedin. With approximately 60–80 employees, we're proud of the welcoming, diverse, and energetic team we've built together.
Our employees come from many different backgrounds, cultures, and experiences, and we believe those differences make us stronger as a company. We are committed to fostering an inclusive workplace where everyone is treated with respect, supported in their professional growth, and encouraged to contribute their ideas. We value teamwork, open communication, continuous improvement, and creating opportunities for our employees to succeed as we continue to grow together.
As our company continues to grow, we are seeking an experienced, dependable, and highly organized HR & Payroll-Office Assistant to support our Human Resources, payroll, and office operations. This position is ideal for someone who enjoys working in a fast-paced environment, wears multiple hats with confidence, and thrives in a small-business setting where their contributions make a real impact.
Position Summary
The HR & Payroll Office Assistant will provide day-to-day support for Human Resources, payroll, accounting, and general office administration. The ideal candidate is proactive, detail-oriented, solution-focused, and able to maintain strict confidentiality while managing multiple priorities across a multi-company retail organization.
This position requires excellent communication skills, strong organizational abilities, sound judgment, and the ability to adapt to new technology, including AI-powered tools that improve workplace efficiency.
Key Responsibilities
Human Resources
- Coordinate employee onboarding and offboarding processes.
- Manage the full-cycle recruiting process, including sourcing, interviewing, hiring, and onboarding.
- Maintain accurate employee files and HR records (digital and paper).
- Assist with employee relations while maintaining strict confidentiality.
- Interpret, apply, and continuously improve company policies, procedures, and HR best practices.
- Conduct workplace investigations involving employee conduct, policy violations, and performance concerns, and assist management with disciplinary actions and employment terminations in accordance with company policies and applicable federal, state, and local employment laws.
- Coordinate new hire orientation, compliance training, and employee development programs.
- Assist managers with employee performance evaluations and coaching documentation.
- Monitor and review company surveillance footage as needed to investigate workplace incidents, verify compliance with company policies, and support HR investigations while maintaining confidentiality and respecting employee privacy.
- Visit retail store locations periodically (approximately once per month or as needed) to meet with store managers, provide HR support, strengthen communication, and identify operational or employee-related opportunities for improvement.
- Handle unemployment claims, hearings, and related documentation, including preparing responses, gathering supporting records, and representing the company's interests when appropriate.
- Support Workers' Compensation administration and audit preparation.
- Ensure compliance with federal, state, and local employment regulations.
Payroll & Office Administration
- Assist with payroll processing, benefits administration, and employee timekeeping.
- Prepare and distribute bi-weekly payroll reports and other management reports.
- Review payroll and HR records for accuracy and resolve discrepancies.
- Assist with daily cash deposit reconciliation from Square to the bank.
- Support internal reporting and accounting functions.
- Answer phones, respond to emails, and assist employees with HR-related inquiries.
- Maintain organized office records and documentation.
- Prepare and present weekly HR, payroll, and operational reports to management, including employee updates, staffing metrics, compliance matters, and ongoing projects.
- Identify opportunities to improve office workflows, HR processes, payroll procedures, and administrative efficiencies through process improvements, automation, and the effective use of technology, including AI tools.
- Perform additional administrative and HR duties as assigned.
Required Qualifications
- Minimum of 3 years of progressive Human Resources experience, preferably in a retail environment.
- Experience with recruiting, onboarding, employee relations, investigations, performance management, and HR administration.
- Experience supporting payroll functions.
- Strong organizational and multitasking abilities.
- Excellent written, verbal, and interpersonal communication skills.
- Strong attention to detail with exceptional accuracy.
- Excellent proofreading, grammar, and documentation skills.
- Strong analytical and problem-solving abilities.
- Proficiency with Microsoft Office, especially Excel, Outlook, and Word.
- Comfortable learning and utilizing new software and technology.
- Ability to maintain strict confidentiality with sensitive employee and company information.
- Reliable transportation and dependable attendance.
Preferred Qualifications
- Experience with ADP Workforce Now.
- Experience with QuickBooks Desktop Pro or similar accounting software.
- Experience working within a multi-company retail organization.
- Workers' Compensation administration and audit experience.
- Knowledge of employment laws and HR compliance.
- Experience using AI tools (such as ChatGPT, Microsoft Copilot, or similar platforms) to improve documentation, reporting, administrative efficiency, and workflow automation.
- Experience creating reports and process documentation.
- Bilingual (English/Spanish) is a plus.
- SHRM-CP or PHR certification is preferred but not required.
What We're Looking For
The ideal candidate is someone who:
- Takes initiative and enjoys solving problems.
- Works efficiently in a fast-paced environment.
- Can successfully manage multiple priorities.
- Is dependable, professional, and accountable.
- Maintains a positive attitude and works well with others.
- Is eager to improve existing processes and recommend more efficient ways of working.
- Is comfortable making independent decisions while collaborating closely with management.
- Takes pride in producing accurate, high-quality work.
- Is eager to learn new technology and leverage AI tools to improve efficiency and documentation.
Benefits
- Competitive hourly pay based on experience.
- Opportunity for career growth and expanded HR responsibilities.
- Health insurance following the successful completion of the probationary period.
- Paid holidays and Paid Time Off following the probationary period.
- Friendly, supportive, and collaborative work environment.
- Opportunity to make a meaningful impact within a growing local company.
Employment Information
This position is primarily an in-office role located at:
367 Wilson Street
Dunedin, FL 34698
Remote work is not available.
The selected candidate may begin employment as a contract employee during the initial training period before transitioning to regular employment.
Final candidates must successfully complete a criminal background screening in accordance with applicable federal, state, and local laws.
To Apply
Please email your resume along with professional references and answers to the following questions:
- Do you have experience with ADP Workforce Now? If not, which payroll software have you used?
- Are you comfortable using AI tools (such as ChatGPT or Microsoft Copilot) in a professional office environment?
- Have you worked in a multi-company retail organization with internal billing?
- How many years of experience do you have working in a multi-company environment?
- Do you have experience with QuickBooks Desktop Pro? If not, which accounting software have you used?
- When would you be available to start?
We will be conducting both in-person and Zoom interviews to accommodate scheduling flexibility.
We look forward to meeting qualified candidates who are excited to grow with our team.
Job Types: Full-time, Part-time, Contract
Pay: $20.00 - $25.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
Application Question(s):
- Do you have experience and ability to use AI tools to save time and be more productive? explain
- Have you worked within a RETAIL multi-company structure? if yes, for how many years?
- Do you have knowledge of Microsoft, specially excel?
Education:
Experience:
- Human resources: 3 years (Required)
- Payroll: 3 years (Required)
Language:
Ability to Commute:
- Dunedin, FL 34698 (Required)
Work Location: In person
