Human Resources Assistant Jobs

General Summary
Under the general supervision of the Director of Human Resources, the Human Resources Assistant performs varied administrative and clerical tasks to support the Portland Museum of Art’s (PMA’s) overall Human Resources objectives.
ESSENTIAL JOB FUNCTIONS:

• In conjunction with the HR Generalist, maintains all federal and state regulatory postings pertaining to employment law.
• Serves as payroll back-up for the department.
• Assists the Payroll and Benefits Manager in benefits administration by preparing materials for monthly benefits enrollment meetings, assisting in the annual open enrollment process and any other benefit enrollment events throughout the year.
• Serves as a departmental resource for helping staff navigate PMA forms, paperwork, procedures, and communications systems.
• Performs special projects and other related duties as required, directed, or as the situation dictates.
• Assists with end of employment processes, including setting up exit interviews and sending notifications to key departments.
• Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity.
• Serves as the first point of contact for the HR department for internal customers answering employee questions regarding HR policies and procedures.
• Assists and participates with the planning and organization of employee appreciation events and other employee events along with other PMA administrative staff.
• Regular and consistent attendance at the workplace is required.
• Assists with clerical activities in HR including handling in-going and out-going mail, maintaining adequate office supplies, and meeting preparation.
• Provides support as assigned for insurance and risk management systems, and for compliance with requirements of governmental and regulatory departments including timely, complete, and accurate data collection and reporting.
• Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted in the course of work.
• Provides administrative support to the HR function overall as appropriate.
• Maintains all employee records, including electronic Personnel Files in the PMA’s Human Resources Information System (HRIS), paper medical and confidential files, Forms I-9, licenses, and required certifications.
• Provides assistance with Human Resources process in other areas of the museum as needed.
• Provides administrative support to the Director of Human Resources including correspondence generation, calendar and scheduling maintenance, travel, record keeping, and file maintenance.
• Serves as a resource to train and guide support staff to ensure efficient and effective systems and processes in accordance with PMA policy and expectations throughout PMA.
• Complies with all Portland Museum of Art safety rules and procedures.

SUPERVISORY RESPONSIBILITY:
None.
EDUCATION & EXPERIENCE: Associate degree or two-year college certificate with a minimum of two years of experience working in an office setting, preferably in HR or a related field. Additional work experience may be substituted for college education.
QUALIFICATIONS:

• Analytical ability and basic math skills for reconciling and problem solving.
• Ability to write clearly and succinctly in a variety of communication settings and styles, and to proofread and edit written documents.
• Meticulous attention to detail including excellent proofreading skills.
• Ability to multitask, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.
• Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide.
• Ability to adapt to changing priorities and deadlines.
• Ability to maintain confidentiality and to handle sensitive information with discretion.
• Ability to use time effectively and efficiently, ability to concentrate efforts on the most important priorities, while attending to a broader range of activities.
• Ability to multitask, organize work, and meet deadlines in a fast-paced, collaborative environment.
• Familiarity with general office practices, procedures, and equipment.
• Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work.
• Ability to operate computers and assigned software, including Microsoft Office, Adobe Acrobat, payroll and HRIS systems, and other reporting software.
• Builds rapport well, is a good listener, and is easy to approach.

WORKING CONDITIONS & PHYSICAL DEMANDS:
The majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, scanner, and other office equipment. Work requires extended computer use involving repetitive small muscle tasks. Occasionally required to lift and move heavy objects, such as boxes of files.
COVID-19 PRECAUTIONS: The PMA requires all employees to be fully vaccinated and boosted in accordance with CDC guidelines. Proof of COVID-19 vaccination and booster status is required.
EQUAL OPPORTUNITY EMPLOYER:
The PMA is an equal opportunity employer and values diversity at our museum. We do not discriminate on the basis of race, color, religion, national origin, ancestry, age, sex, sexual orientation, physical or mental disability, veteran status, status as a whistleblower, marital status, gender identity or expression, genetic information, or any other basis prohibited by applicable law.
TO APPLY:
Qualified candidates are invited to apply by submitting a resume through PMA’s online employment portal.
Job applications will be accepted electronically only and will be reviewed on a rolling basis until the position is filled.