Human Resources and Finance Assistant


EMPLOYMENT TYPE

Full-time

UNIT

HR

OPEN DATE

01/20/2023

Position Summary:

The Human Resources and Finance Assistant provides support to the Human Resources & Volunteer Services Office and Finance department to securely maintain various personnel and finance files, volunteer records, and documents of the institution. Assist with files, database management, recruitment activities, payroll, accounts receivables, benefits administration, worker’s compensation, and other administrative tasks to support the departments. 

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Essential Duties and Responsibilities

  1. Deals with confidential matters. Performs daily administrative duties such as filing, photocopying, scanning, updating documents and forms, and maintaining correspondence.
  2. Assist with recruitment activities: preparing job description, updating job hotline, website job postings, processing employment applications and correspondence, verifications of employment, monitoring HR email account, set up interviews for hiring managers and selection committee, and maintain recruitment files.
  3. Assist Sr. Staff Accountant with timesheet file maintenance and processing of payroll (biweekly); updates employee information in third-party software to track changes and provide back-up support to payroll function as needed.  
  4. Assist with daily finance activities. Prepare bank deposits, maintain statements, process credit card, checks, and handle cash payments. Prepare and process lockbox entries for Development and make necessary adjustments. Assist with accounts receivables and reports. 
  5. Assist with confidential employee file record maintenance, finance/banking files, and COVID-19 protocol files/reports. Update database with employee information. Maintain personnel changes, compensation, performance reviews/evaluations, mandatory training tracking, new hire orientation/on boarding, and termination records. Background and credit check will be required.
  6. Assist with benefits administration. Includes assisting employees with enrollment paperwork, submitting changes to insurance carriers, and communicating with broker as needed.
  7. Process worker’s compensation claims ensuring all employee and employer forms are completed and submitted to the appropriate agency/carrier.
  8. Assist with annual file maintenance, storage, and secure disposal of records. Able to work cross departmentally with confidential materials to provide report as needed. Assist with annual record keeping and preparation for audit.
  9. Assist Volunteer Program Manager and Director of Human Resources with maintaining volunteer records and other administrative tasks to support volunteer program. Includes new volunteer application process, tracking of training completion, and responding to inquiries about the volunteer program. Assist with scheduling training sessions. 
  10. Assist with other museum and unit sponsored events as needed including Volunteer Recognition Event and Holiday Party for Staff & Volunteers. Occasional weekend and evening hours are required.
  11. Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year: 
    • JANM’s Benefit and Online Auction—(off-site) typically held in the Spring (April-May) 
    • Oshogatsu Family Festival (January)
    • Natsumatsuri Family Festival (August)


This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

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 outlined above. 

Education

Bachelor’s degree preferred; or an equivalent combination of education and experience in human resources, business management, finance, accounting, payroll, human development, or related field.

Experience/Knowledge

At least two years of relevant experience working in human resources as a generalist, accounting, or administration. Prior work in a museum or non-profit is desired. Understanding of basic volunteer management beneficial. Ability to work with all levels of the organization, handle confidential information, and demonstrate excellent organization skills and be detail-oriented. Willingness to learn and apply new skills. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Strong proofreading skills. Professional phone manner is essential. Ability to work in a fast-paced team environment, be a self-starter. Demonstrated commitment and flexibility in order to ensure a high level of quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history or Asian American history and culture a plus.

Communication

Has excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Is able to read, write, and comprehend routine reports and correspondence, including safety rules, operating and maintenance instructions, and procedural manuals. Is able to effectively present information in one-on-one and small group format and large group format.  

Computer

Is computer literate, Internet savvy, and experienced with MS Office, Google Calendar, and Gmail preferred. Familiarity with databases (Altru and Volgistics), payroll software, and reporting desired. Accuracy and attention to detail are essential.

Math

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning

Ability to act on own initiative, making consistently sound decisions. Must be able to comply with institutional policies and procedures. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Is able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Reliable follow-through on assigned projects in a complete, well conceived, and timely manner. 

Physical

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 job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Environment

The work environment characteristics described here are representative of those the 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.

All employees are required to be vaccinated and have the bivalent (Fall 2022) booster dose for COVID-19 when eligible.

 

The Human Resources & Finance Assistant position is regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you be employed until any date in the future. 

REPORTING RELATIONSHIPS

Reports To: Director of HR and Sr. Staff Accountant

Positions Supervised: None

Salary Range

$17 - $20 per hour, DOE