Human Resources Assistant

THE POSITION:

Reporting to the Director of Human Resources, the Human Resources Assistant provides essential administrative and operational support to the HR department. The role is a key point of contact for staff onboarding, HRIS data integrity, benefits enrollment tracking, and employee lifecycle compliance, and coordinates training schedules, recordkeeping, and reporting in support of Museum policies and its collective bargaining agreement. This is a confidential position with regular access to sensitive employee and labor relations information. The ideal candidate is highly organized, accurate with data, discreet, and enjoys working with people.

RESPONSIBILITIES:

Assist with the recruitment process by creating position requisitions in ADP Workforce Now, posting job openings, screening resumes, scheduling interviews, and conducting initial candidate assessments.

Assist in the onboarding process for new hires, including coordinating pre-employment steps, including background checks, Form I-9 verification, and new hire paperwork; schedule and help conduct orientations; and coordinate issuance of employee equipment, system access, and identification badges.
Maintain employee records and ensure accuracy and confidentiality in all HR databases and files. Track probationary periods and notify supervisors of upcoming deadlines; monitor that annual performance goals and reviews are created and completed for each employee in ADP; and track mandatory training completions, including New York State annual sexual harassment prevention training.
Support HR compliance efforts by ensuring adherence to company policies and procedures, as well as local, state, and federal regulations.
Assist with benefits administration, including enrollments, changes, and inquiries from employees, in addition to supporting annual open enrollment
Prepare HR-related reports and presentations for HR Director as needed. Prepare bi-weekly union reports (new hires, separations, status changes, and dues).
Monitor the central HR inbox and respond to routine inquiries; draft standard employment verification letters; route complex employee relations inquiries to the Director of HR or senior leadership; and maintain confidential personnel files and digital archives in line with record retention requirements.
Maintain the Museum's library of job descriptions and FLSA classification records, and flag changes in duties or salary that may affect a position's exempt or non-exempt status for review by the Director of HR.
Support offboarding process, including exit paperwork, return of Museum property, and required separation notices, and COBRA notification and enrollment.
Provide general administrative support to the HR department, including managing correspondence, scheduling meetings, and maintaining supplies,. and supporting HR projects and staff events as assigned.

QUALIFICATIONS:

Bachelor’s degree in human resources, Business Administration, or related field preferred. An equivalent combination of education and experience will be considered.

One to two years of experience in HR, payroll, or administrative support role; experience in a nonprofit, cultural, or unionized workplace a plus.

Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
Excellent communication skills, both verbal and written, with the ability to interact effectively with employees at all levels of the organization.
Detail-oriented with a high level of accuracy in data entry and record-keeping.
Demonstrated ability to maintain confidentiality and handle sensitive employee and labor relations information with discretion Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HRIS software. Experience with ADP Workforce Now or a comparable HRIS strongly preferred
Knowledge of employment laws and regulations is a plus.
Ability to work independently as well as part of a team, demonstrating flexibility and adaptability.