Job Description

POSITION

Administrative and Licensing Assistant provides high-level administrative support by understanding and tracking of state security licensing requirements and documentation for all security employees in all states and performs other clerical functions.

For nearly two decades Green Mtn. Concert Services, Inc., (GMCS) has specialized in providing unarmed, onsite security solutions to high-profile special events, venues, and educational institutions across the Northeast. GMCS prides itself by having the best trained guards in the business. GMCS provides safety and security solutions for more than a thousand events annually and is setting the standard for quality security professionals.

RESPONSIBILITIES

• Manage, track, and maintain all employee security licenses and certifications, including initial applications, renewals, expirations, and required documentation in each state where GMCS operates both in ADP and Assignar.
• Become an expert in state-specific security licensing requirements, procedures, training requirements, and deadlines.
• Communicate licensing and training requirements to employees and follow up to ensure all required steps are completed accurately and in a timely manner.
• Coordinate pre-employment requirements for selected candidates, including background checks, licensing requirements, drug screenings when applicable, and required training.
• Assist with recruiting and hiring efforts for security personnel by communicating job requirements, responding to candidate inquiries, and helping move qualified candidates through the hiring process.
• Maintain accurate and confidential electronic and paper employee files, including licensing, training, I-9s, and other required employment documentation.
• Coordinate new employee onboarding, including sending welcome letters, completing I-9s, processing new-hire paperwork, and ensuring all required onboarding steps are completed.
• Assist with new employee orientations and coordinate required licensing, background check, training, and employment requirements.
• Meet monthly with managers regarding licensing, employee status, and terminations.
• Support managers in understanding and consistently upholding company policies and procedures.
• Work with managers to coordinate the employee termination process, ensuring appropriate documentation is completed and required information is provided to HR and Payroll.
• Communicate employee terminations and other employment changes to Payroll in a timely and accurate manner.
• Track employee training requirements, and certifications, including the processing of pay rate increases based on each license/certification.
• Work closely with Payroll to ensure employee information and changes are accurately communicated and employees are properly compensated based on their training level or position.
• Respond to employee and manager inquiries and provide timely follow-up on licensing, onboarding, and HR-related questions.
• Complete HR inquiries including employment verifications, department of labor requests, and more.
• Maintain a high level of confidentiality when handling employee and company information.
• Perform other duties as assigned.

REQUIREMENTS

• Strong interpersonal skills along with the ability to work with employees at all levels.
• Exceptional organizational skills
• Exceptional oral and written communication skills.
• Ability to multitask and work under pressure.
• Fluent in Microsoft office (Word, Excel, Outlook).
• Ability to sit for 6 or more hours.
• Familiarity with security, events and state security licensing a plus.

EXPERIENCE

Associate’s degree or higher in Human Resources, Business Administration, or a related field preferred, or a minimum of 3 years of equivalent experience in human resources, licensing, compliance, administration, or a related field.