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Human Resources Assistant

Part-time/Non-Exempt

Summary

The Human Resources Assistant will provide a variety of HR specific administrative support to 130 plus employees on all personnel matters related to the day-to-day operations of the International Spy Museum. This position is a 25 hours per week. Monday through Friday. Essential Responsibilities 

Essential Responsibilities 

  • Assists with day to day operations of the HR department
  • Makes photocopies, scans and faxes documents and performs other clerical functions
  • Creates and maintains personnel files in compliance with applicable legal requirements
  • Oversees special events for staff by coordinating committees and schedules (All Staffs, Holiday party etc.)
  • Attends Operations Task Force weekly meetings and other meetings where department is represented 
  • Answers employee requests and questions in a timely and courteous manner
  • Conducts Employee Orientation for all newly hired employees and processes all paperwork associated with new hires
  • Orders all pre-employment background checks (ADP) and screenings of new employees
  • Verifies and completes I-9 documentation and maintains I-9 book
  • Ensures the accuracy of benefits-related forms (Medical, Life, AD & D, STD, LTD, COBRA, 401K and other ancillary benefits) from new and current employees and oversees the processing of those forms and coordinates enrollment with third-party administrator using the online employer portal
  • Reviews benefits and policies with employees as needed or upon request
  • Compiles, files and follows up on all related paperwork for workers compensation 
  • Receives and records COBRA insurance premium payments
  • Assists in payroll preparation by entering personnel  data into the ADP HRIS system, ensures the accuracy of information and generates reports from database as needed
  • Keeps employee records up-to-date in a timely manner by processing employee status changes and PAF’s (personnel action forms) and assures proper approvals for all PAF’s
  • Assists in recruitment process with Directors by coordinating internal and external job postings,  reviewing resumes, telephone screenings, reference checks etc. as needed
  • Prepares HR invoices and check requests for processing
  • Updates Employee pictures on internal system, updates Spy Contact list
  • Assists with the preparation of the annual performance review process for hourly and salary employees
  • Monitors the 90 day review process
  • Completes and distributes personnel verification requests, and unemployment requests for separation information
  • Manages the distribution of the annual complementary passes (employee benefit)
  • Maintains HR department site on internal system by uploading current forms
  • Orders supplies and performs miscellaneous duties for department
  • Assists with special projects and other duties as assigned

Education, Experience and Skills

  • Associates or Bachelor’s degree in Human Resource Management preferred 
  • Three (3) years of job-related experience preferably in a Human Resources department
  • Knowledge of HR principles, labor laws and regulations, both Federal and DC
  • Familiarity with ADP payroll system
  • Demonstrated ability to manage HR processes with accuracy and efficiency
  • Strong oral and written communication skills, including the ability to communicate effectively with all levels of personnel with tact and diplomacy
  • Excellent organizational and technical skills and attention to detail
  • Ability to handle confidential information and materials with discretion
  • Flexible team player with the ability to prioritize competing deadlines and tasks
  • Knowledge of office administration procedures; ability to operate standard office equipment
  • Quickly adapts to technical, process, policies and procedures change 
  • Ability to work independently or as part of a team
  • Intermediate or higher knowledge of MS Office Suite

To Apply

Please submit a cover letter with salary requirements and résumé to humanresources@spymuseum.org.  Please include Human Resources Assistant in the subject line.

EOE M/F