Human Resources Assistant

There's no cultural organization in the world quite like Carnegie Museums of Pittsburgh. With a legacy of discovery and outreach dating back to 1895, today we are a family of four diverse, dynamic museums; Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum. We're committed to being inclusive, both onsite and online, and to exploring with our audiences the big ideas and issues of our time. Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The Human Resources Assistant provides administrative support for the Vice President of Human Resources and the Human Resources Team and assists with general Human Resources functions. This position serves as first point of contact for the HR department and assists employees with Tier 1 questions on employment, benefits, compensation, policies, Dayforce and other systems, and all other questions as needed.  The HR Assistant will triage complicated question and inquiries to the appropriate HR Team Member.     

Qualifications

• Requires Associates degree with minimum of two years of administrative experience, or an equivalent combination of both education and experience preferably in the Human Resources field. Human Resources experience will be heavily considered. 
• Computer knowledge and aptitude with proficiency in all Microsoft Office applications including Microsoft Word, Excel, PowerPoint and Outlook is essential.
• Experience with Human Resources systems a plus. 
• Requires excellent attention to detail and accuracy, strong verbal/written communication skills, excellent customer relations and interpersonal competencies, strong organizational and project management skills, ability to effectively handle confidential information, initiative, and ability to handle multiple tasks timely and accurately. 
• HR manages a lot of confidential information therefore the ability to maintain confidentiality is a requirement.  

Principal Accountabilities

• Provide administrative support to the Vice President, Human Resources including but not limited to coordinating and managing calendar and meetings, copies, preparing documents; answering phone, opening mail. 
• Sort and distribute mail for HR office.
• Order and maintain sufficient inventory of office supplies. Responsible for keeping the supply room organized and tidy.
• Process HR invoices and investigate issues; provide invoices to appropriate manager for approval.
• Provide administrative support, as needed, to the remainder of the HR department.
• Maintain HR petty cash process; reconcile with accurate receipts. 
• Organize and oversee museum-wide employee events such as blood drives, etc. by arranging logistics and A/V needs, ordering food and beverage, investigating options for location/venue, prepare communication and all other duties required by the event.
• Administer the retiree recognition program under the direction of the Manager of Employment & Training.
• Enter various information into the HRIS system, such as disciplinary action information, clearance information, orientation information, training attendance, or any other data entry as needed under the direction of an HR team member. 
• Generate reports as requested. 
• Maintain the HR filing process and ensure the file room is tidy.
• Responsible for HR staff meeting minutes and minutes of other meetings attended at the request of the VP HR. 
• Monitor and manage the HRConnect mailbox and phone line.  Answer any question you have the answer to or triage the call/e-mail to the correct HR representative.
• Maintain personnel files and I-9 files including creation of new files, transfer of terminated employee files, document destruction; and preparing files for transport to offsite storage.  
• Perform special projects and assignments as delegated by the VP of Human Resources. 
• Process employment verifications. 
• Reconcile Pcard statements for VP of HR and Director of HR & Labor Relations.
• Communicate effectively and display professionalism, tact, courtesy, and cooperation when conducting such business as a representative of the Human Resources team and interacting with staff, customers, and the public. 
• Exhibit and convey the attitude and image of Human Resources office.

Compensation, Benefits and HRIS support

• Answer basic questions about benefits for employees and refer complex questions to the Benefits and Compensation team.
• Assist with compliance mailings to hew hires and other annual mailings as needed (such as Summary Plan Descriptions)
• Assist with mailing FMLA/ADA paperwork under the direction of the Benefits team. 
• Assist with processing benefit invoices.
• Prepare monthly headcount report.
• Assist the benefits team during the Open Enrollment process.
• Assist employees and managers with Dayforce. Reset logins as necessary and assist with navigating the system. Refer complex issues to HRIS Manager when needed. 

Recruitment and Onboarding support

• Dayforce Recruiting: assist users with navigating the applicant tracking system including password resets and all other application questions/issues.
• Work with the Employment and Training Specialist and HR Employment and Training Manager to post all jobs, coordinate postings with hiring manager for additional paid sites for postings.
• New hire process & Orientation: Prepare packets for new employee orientation (clearances, I9, ERISA form, etc.),  
• Initiate the required clearances process in conjunction with the Employment & Training Specialist, Employment and Training Manager, and hiring managers. Document and manage process for archiving and follow-up for clearances.
• Assist the Employment & Training Specialist and the Employment and Training Manager on monitoring clearances to ensure they are up to date.  Follow up with employees and their managers when a clearance is set to expire to ensure submittal of valid clearance.
• Support Dayforce onboarding process by reviewing and monitoring new hire paperwork and following up on discrepancies, errors, and missing information.  Communicate and coordinate these activities with Benefits & HRIS Specialist.
• In conjunction with the Employment & Training Specialist, initiate the criminal background check for new hires; prepare offer letters; keep hiring pipeline worksheet up-to-date and accurate.

Training & Development

• Assist HR team with training programs. Assist in preparing materials such as sign in sheets, copies of presentation materials, and other training aids. 
• Support coordination of events hosted by HR including New Employee Orientation, job fairs, in-person and virtual trainings, by reserving the meeting space, preparing relevant materials, ordering food, taking attendance, and paying invoices.
• Monitor completion of required training programs and maintain attendance rosters within Dayforce.

Perform other duties and responsibilities as directed.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.   

*GUIDANCE ON ESSENTIAL FUNCTIONS:   The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential. D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.  G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.