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The HR Assistant supports the Human Resources Department by assisting with the administrative day-to-day functions. This role assists both the HR Director and HR Coordinator.
The PAM HR department does radical HR work, actively working to uphold the people first attitude and racial equity. This role requires thinking outside the box of what a typical HR department does with collaborative work and engaging multiple perspectives.
This position is temporary (through June 2019) part-time working approximately 25-30 hours per week.
BENEFITS
Part time positions are eligible for paid time off (vacation, sick, holidays, jury duty, and bereavement leave). The positions are also eligible for a variety of perks such as free Museum admission, Gift Shop discounts, and screenings at the NW Film Center.
Responsibilities
Administrative
Create packets for HR dept. (new hires, interns, work study students, interview, etc.)
Assists with coordination of monthly All Staff Meetings and basic PowerPoint slides (newbies, anniversaries, high fives, etc.), catering and set-up.
Assists with the exiting process for terminated staff including file closures and administrative duties from exit checklist.
Routes benefit documentation to staff as requested. Maintains copy of notice in employee medical file.
Maintains spreadsheets for interns, work study students and temporary contractors; routes and tracks sign-offs, creates files, etc.
Codes invoices for payments
Checks mail daily
Posts information on the bulletin boards.
Personnel filing
Update HR Hotline, weekly.
Orders and maintains supplies for HR department as needed.
Recruitment & Onboarding
Posts job announcements on Museum website (Hyrell) and other locations as directed by the HR Coordinator. Maintains list of applicable locations for recruiting efforts and continually grows resources as possible. Follows E&I guidelines for hiring practices.
Places outlook calendar reminders for HR dept. noting “pause” date of roles in Hyrell. Upon close date for ad – administer in hyrell steps such as “pause” and notification to applicants. Sends email notification to hiring committee with excel applicant list, and next steps in E&I process (copies HR Coordinator on all communications).
Responds to applicant questions through hr@pam.org account and keeps applicants informed of hiring process. Goes above and beyond in communication with applicants to represent the Museum in positive light.
Conducts criminal background check investigations as part of the new hire process.
Conducts new hire paperwork on first day with new hires, processes new hire paperwork and creates personnel files in compliance with applicable legal requirements. Verify I-9 documentation.
Completes new hire checklists as appropriate, notifying HR Coordinator or HR Director of next steps needed. Routes items such as REAP cards, sends non-work email, etc.
Assist with implementing various appreciation events throughout the year: anniversary flyer/cards/gifts, high fives/shout outs, give thanks project, intentional acts of kindness, Veterans Day, annual gift cards, etc.
Oversee routing of anniversary gifts, draft blue sheets for tax purposes as appropriate (over $20).
ADDITIONAL JOB FUNCTIONS:
Run annual MVR and maintain drivers list for Museum.
Assists with set-up of new hire orientations.
Provides administrative support working on projects such as performance reviews, training lists, compensation study, exit interviews, etc.
Safety items – take minutes in absence of Director or Coordinator, assist with standing work stations.
Requirements
Comfort and experience with administrative duties of HR departments.
A true people person that can balance the art of people (interpersonal skills) and handle sensitive and confidential situations and documentation.
Communication skills with all levels of staff and apply empathy and equity lens mindset.
Continuous learner. Open to collaborative work environment and adapts to changes.
High attention to detail.
Proficiency with Microsoft Word, Excel, Outlook and PowerPoint.