Human Resources Assistant

Human Resources Assistant

Under the general supervision of the Human Resources Director, provides administrative support for the Portland Museum of Art’s (PMA’s) Human Resources (HR) function according to established protocols to ensure adherence to procedures and timely and accurate documentation and communication. Supports the PMA’s goal to attract, train, nurture, and retain a diverse, engaged staff.

Position Type: 
Staff Positions
Department/Division: 
Business/Finance and Operations
Reports to: 
Human Resources Director
Essential Job Functions: 
  • Assists the HR Director with routine clerical activities of recruitment, promotion, evaluation, and end-of-employment processes; preparing job postings, monitoring application flow; organizing interviews and exit interviews; tracking status of candidates; providing information and correspondence; and filing and documentation.
  • Assists in onboarding new employees, including preparing and distributing onboarding materials, organizing and sending invites for required sessions within the introductory period, sending out evaluation forms at the end of the introductory period, and communicating as assigned with applicants, new hires, and current employees.
  • Assists the HR Director with benefits administration by assisting with enrollments; invoices; form completion and submission; maintaining and sharing policies and documents; and implementation of annual enrollment and other processes related to PMA benefits.
  • Serves as a first line of inquiry for applicants, new hires, and current employees, answering questions regarding the PMA’s HR policies and procedures with tact and discretion.
  • Provides clerical assistance to the Human Resources Director, the Deputy Director and Chief Financial Officer, and business office staff as needed. Drafts, edits, and proofreads correspondence and documents such as position descriptions, policies and other internal and external documents; enters and analyzes data; and maintains files and documentation.
  • 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, as well as reporting and maintaining federal and state regulatory postings.
  • Provides assistance with HR processes in other areas of the museum as needed and 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.
  • 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.
  • Assists with implementation of ongoing and special projects designed to attract, train, nurture, and retain a diverse, engaged staff. Supports programmatic initiatives related to creating PMA’s multifaceted inclusivity and diversity action plan designed to promote inclusiveness, prevent discrimination, and create an organization that challenges and changes practices that present barriers.
  • Performs special projects and other related duties as required, directed, or as the situation dictates.
  • Complies with all Portland Museum of Art safety rules and procedures.
  • Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity.
  • Regular attendance at the workplace is required.
Supervisory Responsibility: 
None
Education and Experience: 
Associate degree or two-year college certificate with one to six months of experience working in an office setting. Additional work experience may be substituted for college education. Experience supporting HR or finance strongly preferred.
Qualifications: 
  • 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 write clearly and succinctly in a variety of communication settings and styles, and to proofread and edit written documents.
  • Ability to use time effectively and efficiently, ability to concentrate efforts on the most important priorities, can attend to a broader range of activities.
  • Familiarity with general office practices, procedures, and equipment.
  • Analytical ability and basic math skills for reconciling and problem solving.
  • Ability to operate computers and assigned software, including Microsoft Office, Altru, Financial Edge, payroll systems, and other reporting software.
  • Ability to handle sensitive and confidential information with discretion.
  • Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work. Builds rapport well and is a good listener and is easy to approach and talk to.
  • Ability to pass a criminal background check.
Working Conditions: 
  • The majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, adding machine, 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.
Terms: 
This position is a full-time, full-benefits, non-exempt, employment-at-will position.
To Apply: 
Please email cover letter, résumé, and completed application to HR Director at: hra.pma.082019@portlandmuseum.org Please note, applicants are advised to submit a scanned hard copy of their completed PMA application. Applications will be accepted electronically only and will be reviewed on a rolling basis until filled. 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

Please email cover letter, résumé, and completed application to HR Director at: hra.pma.082019@portlandmuseum.org Please note, applicants are advised to submit a scanned hard copy of their completed PMA application. Applications will be accepted electronically only and will be reviewed on a rolling basis until filled. 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.