People & Organizational Culture Assistant

Portland Japanese Garden - a 501(c)(3) nonprofit – is hiring for a People & Organizational Culture Assistant! The People & Org Culture Assistant is responsible for providing day-to-day HR support for the organization. The People & Org Culture Assistant reports to the People & Org Culture Director and works out of our remote office located at the Sylvan exit of Highway 26.

Primary Duties

• Support all aspects of the hiring process, including posting jobs, scheduling and participating in interviews, conducting reference checks, and communicating back to all applicants
• Supports People & Org Culture Team with the onboarding of all new hires, including conducting new hire orientation, offer letter and benefit packet creation
• Oversee and administer employee transit and parking program, which includes purchasing monthly parking permits and bus passes
• Supports with benefit audits and reconciliation
• Schedules and conducts exit interviews and help ensure completion of termination checklists
• Helps respond to questions about company policies and procedures and escalates questions when appropriate
• Work with the People & Org Culture Team to ensure the Employee Handbook and internal forms are updated and consistent with current federal and state employment laws
• Assist with tracking benefits eligibility dates and notify employees of their eligibility
• Assists with data entry across a variety of HR spreadsheets
• Submit employee benefit enrollments for health insurance, 401k, and Allegiance, and assist with the annual open enrollment process
• Maintain staff directories and contact information
• Orders name tags for staff
• Assist with the processing of employment verifications and unemployment claims
• Help maintain and organize personnel files
• Assist with various HR projects related to staff development
• Other duties as assigned

Other Responsibilities

• Familiarize oneself with the organization and the Employee Handbook
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
• Be welcoming and friendly with PJG volunteers, Board members, and visitors
• Maintain a high level of professionalism in manner and appearance
• Adhere to Garden Dress Code (business casual)

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

• Bachelor’s Degree preferred (ideally with an emphasis in Human Resources, or equivalent combination of education and work experience)
• General knowledge of office environments
• Detail oriented with exceptional organization skills
• Ability to remain flexible with shifting priorities
• Service orientation, actively looking for ways to help others
• Ability to maintain confidentiality with sensitive information
• Proficient with Microsoft Office Suite (Outlook, Word, Excel)

Special Requirements

• Must have excellent verbal and written communication skills
• Must be able to remain in a stationary position and/or move about the Garden campuses for several hours
• Valid driver’s license and ability to travel between the various Garden campuses (mileage reimbursement provided)

Compensation & Schedule

• Wage: $22.50/hour
• This is a full-time, hourly position with approximately 40 hours per week. Shifts are typically 8 hours (plus ½ hour lunch), Monday – Friday
• Benefits:
  • health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
  • 401k plan (after 6 months, with 4% employer match after 1 year)
  • flexible spending accounts for medical and dependent care expenses
  • paid time off:
    • vacation: 2 weeks per calendar year to start, with regular increases
    • wellness: 10 days per calendar year
    • holidays: 10 holidays per year
  • free access to the Employee Assistance Program (EAP)

Applications

To apply, please submit a resume, cover letter, and three work-related references. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.

All submitted applications will be held in confidence.