Human Resources Assistant

Join the Desert Museum as a Human Resources Assistant and support the people and programs that make the Museum special. Were looking for an organized, detail-oriented HR Assistant to coordinate recruiting and onboarding, maintain employee records, and support a variety of HR programs and activities. If you enjoy assisting others, balancing a variety of responsibilities, and keeping track of the details that make a difference, we invite you to bring your talents to the Museum!

Application review will start immediately. This job posting will remain open until a sufficient number of applicants meeting the minimum requirements have been received. Please understand that any offer of employment is dependent upon clearing a criminal background check and pre-placement drug test.

Job Title: Human Resources Assistant
Department: Administration
Reports To: Human Resources Manager
FLSA Status: Non-Exempt; Full-time
Compensation: $21.00 per hour plus a comprehensive benefit package, which includes medical, dental, vision, life and LTD insurance, FSA, HRA, 403(b) retirement plan, paid holidays, personal business days, sick leave and vacation.

Summary
The Human Resource Assistant provides administrative support to the Human Resources department in recruitment, onboarding, HR records management, compliance tracking, and employee services. This position supports the Human Resources Manager and other staff as directed.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

HR Records and Systems Administration

- Maintains accurate, complete, and well-organized physical and electronic personnel files, ensuring documents are properly filed and readily retrievable.

- Safeguards the integrity and confidentiality of personnel records and other sensitive information.

- At the direction of the HR Manager, enters routine staff status changes and updates supporting documentation in the human resources information systems (HRIS).

- Assists with documentation and preparation for Form I-9 audits.

- Assists with assigning required staff training modules and tracking completion across the organization.

- Assists staff with routine account access issues, including password resets.

Recruitment, Onboarding and Staff Support

- Creates job requisitions in the applicant tracking system (ATS) and posts approved job openings to appropriate job boards, professional networks, and social media channels.

- Assists applicants with navigating the application portal and provides technical and process-related support to hiring supervisors throughout the recruitment process.

- Coordinates pre-employment background checks and drug screening.

- Maintains accurate applicant records in the ATS, updating applicant status and dispositioning candidates as directed by the HR Manager when openings are filled.

- Conducts new staff onboarding meetings, completes and reviews the employer portion of Form I-9, examines required identity and employment authorization documents, and completes E-Verify through the HRIS as part of processing new-hire paperwork.

- Assists with staff orientation sessions.

- Serves as a first point of contact for routine staff inquiries, responding to general questions and referring more complex matters to the appropriate HR staff member.

Compliance Tracking and Coordination

- Maintains databases of required staff credentials and certifications, monitors expiration dates and follows up as needed to help ensure applicable credentials and certifications remain current.

- Coordinates and tracks annual and pre-employment motor vehicle driving history reports to support compliance with organizational driving and insurance requirements.

- Coordinates and tracks the rabies pre-exposure vaccination program, including issuing authorizations for vaccinations and ongoing titer testing, monitoring completion, and maintaining related records.

- Coordinates Hepatitis B vaccination authorizations for eligible staff and tracks completion of the vaccine series.

Administrative and Departmental Support

- Assists with coding HR-related invoices and obtaining required managerial approvals for timely processing by Finance.

- Assists with maintaining the staff directory.

- Meters outgoing mail; sorts and distributes incoming mail.

- Assists with annual benefits Open Enrollment.

- Maintains and updates spreadsheets and tracking logs to support HR operations and reporting.

- Prepares staff name badges.

- Maintains the Admin Calendar; coordinates Zoom account and meeting room reservations; and arranges conference room setups, including IT support, coffee service, meeting supplies, and other requested items.

- Assists with planning and coordinating employee events and activities, including benefits enrollment, organization-wide meetings, staff recognition events, holiday parties, and retirement celebrations. May also assist with events organized by the Staff Engagement Committee and IDEA Coalition.

- Ensures required workplace notices and posters are current and properly displayed.

- Orders and maintains office supplies and coordinates equipment maintenance.

- Provides notary services to staff.

Supervisory Responsibilities
This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
Associate degree in Business Administration or a related field, or two to three years of related HR experience and/or training; or equivalent combination of education and experience.

Language Skills
Ability to read and interpret policies, procedures, instructions, and other workplace documents; write routine reports and correspondence; and communicate effectively with applicants, staff, and groups.

Mathematical Skills
Ability to perform basic arithmetic using whole numbers, fractions, and decimals, and to calculate rates, ratios, and percentages.

Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Familiarity with HRIS preferred but not required.

Other Skills, Knowledge and Abilities

- Strong verbal and written communication skills.

- Excellent organizational skills, attention to detail, and time-management.

- Ability to handle sensitive and confidential matters with tact, professionalism, and discretion.

- Ability to work independently, exercise sound judgment, and remain calm in stressful situations.

- Professional and approachable demeanor, with the ability to work effectively with applicants, employees, and colleagues from diverse backgrounds and with varied perspectives and experiences.

- Ability to accommodate a flexible work schedule and adjust priorities as needed.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. While performing the job successfully, the employee is occasionally exposed to outside weather conditions. This position is performed on-site at the Museum.

IDEA Commitment
The Arizona-Sonora Desert Museum is committed to fostering a welcoming space and a diverse, inclusive team that reflects the communities in which we live and work. We understand that inclusion, diversity, equity, and accessibility (IDEA) are integral to the fulfillment of our mission, and to our success as an organization. To that end, we are working to build the structures, policies, hiring practices and organizational culture that ensure representation and opportunity for all, and create an environment of belonging where everyone feels respected, safe, and understood. Additionally, as we continue to engage in this work, we are working to integrate the core values of IDEA into our programs, exhibits, communications, and other public offerings. Valuing each others differences brings us together to create a thriving workplace and fair work culture, allowing us to fulfill our mission more effectively.

We believe inclusion is everyones responsibility. Ways in which commitment is demonstrated include continuous development, modeling inclusive behaviors, and proactively addressing bias.

The Museums IDEA Coalition consists of staff members who are driving our efforts to build a culture where people feel they belong and have a voice. Visit the Arizona-Sonora Desert Museum's IDEA page to learn more.

The above description reflects a general overview of the responsibilities, reporting relationships and position requirements for this job classification. It is not intended to be a complete description of all duties and requirements that may be inherent in the position.