Administrative Officer

About Apex

Apex Workforce & Talent Foundation is a virtual workforce academy that trains, tests, and certifies future professionals through structured learning, real-world simulations, and employer partnerships. Our Administrative team keeps time, records, outreach, and candidate support accurate so payroll-session data, recruiting, and compliance stay clean.

Position summary

Admin Officers are the department’s timekeepers and operational support. You record session hours, attendance, unpaid volunteer overtime, and leave; clear errors before certification; support assigned departments on recruiting cards; and run Admin Help Desk and outreach tasks. Precision matters—your entries feed session workflow, approvals, and leadership audits.

Core responsibilities

Time & Scheduler (primary)

• Log work times, shifts, breaks, absences, and leave on assigned team Time & Leave sheets
• Track leave balances and pending requests; enter or correct leave in scope when directed
• Find missing punches, fix bad entries, and flag conflicts before validation
• Validate timesheets only when punches, schedule match, pending leave, and weekend rules are clean
• Volunteer Overtime (Saturday/Sunday): submit or support VOT requests; certify VOT on the timesheet only after approval—recurring schedules skip weekends unless VOT is approved
• Never certify your own timesheet; route personal time to Admin Supervisor / leadership
• Meet period deadlines so Supervisors and Admin Leadership can approve and lock on time

Recruiting support (Legacy Tracker)

• When assigned as Admin Officer on a candidate card: log notes, complete activities (no reassign), upload Admin-controlled documents only (e.g. background-related searches, accreditation, reference check materials as authorized)
• Use Reference Check and limited profile fields as permitted; other HR fields remain read-only
• Notify your Admin Supervisor when activities are marked complete

Administrative Workspace & Help Desk

• Work assigned Admin Help Desk tickets (recognition messages, surveys, certificate/recommendation routing support, graduation opt-in support, etc.)
• Support school outreach tracking when assigned (research notes, follow-ups, status)
• Help maintain department org chart accuracy under Supervisor approval
• Follow document rules: uploaded files keep their original file names unless a user renames them

Communication & systems

• Use Apex Channel, Tasker, Calendar, and notifications; respond to assignments promptly
• Protect confidential personnel, payroll-session, and candidate data
• Escalate system issues through Help Desk; do not bypass access controls

What you do not do

• Approve or certify your own time or leave
• Act as Admin Supervisor (no roster approval authority, no Supervisor-only reassignments) unless formally placed in that role
• Run full HR stage moves or unrestricted candidate profile edits
• Skip validation rules or enter weekend hours without approved VOT

Ideal candidate

• Highly organized, detail-oriented, comfortable with deadlines
• Able to follow written workflows and dual-control rules (prepare → validate → others approve)
• Clear written communication; professional with interns, supervisors, and leadership
• Learns software quickly (timekeeping, ticketing, document upload)
• Values integrity, accuracy, and confidentiality

Nice to have: prior timekeeping, HR admin, customer service, or virtual office experience; interest in nonprofit / workforce development.

Schedule & environment

• Virtual program; session hours as assigned (Morning / Afternoon / Evening options may apply)
• Recurring schedule is Monday–Friday unless Volunteer Overtime is approved
• Reports to Admin Supervisor (and works with Chief Admin Officer / Assistant Chief Admin Officer as needed)