Human Resources Assistant

Join the Desert Museum as a Human Resources Assistant and support the people and programs that make the Museum special. We’re 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.