People & Organizational Culture Assistant

APPLY HERE: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=6956413

Portland Japanese Garden – a 501(c)(3) nonprofit in Portland, Oregon – is hiring for a full-time People & Organizational Culture Assistant. The People & Organizational Culture Assistant (P&OC Assistant) is responsible for providing day-to-day HR support for the organization. The P&OC Assistant reports to the Director of People & Organizational Culture and works from our remote office located at the Sylvan exit of Highway 26. Upon completion of their first 90 days, the Assistant may choose to work remotely up to two days per week.

Primary Duties

• Supports all aspects of the hiring process, including posting jobs, scheduling and participating in interviews, conducting reference checks, and communicating back to all applicants
• Supports P&OC Department with the onboarding of all new hires, including conducting new hire orientations and offer letter and benefit packet creation
• Oversees and administers employee transit and parking programs, which include purchasing monthly parking permits and bus passes
• Supports with benefit audits and reconciliation
• Supports the offboarding process, including scheduling and conducting exit interviews and ensuring the completion of termination checklists
• Helps respond to questions about company policies and procedures, escalating questions when appropriate
• Works with the P&OC Department to ensure the Employee Handbook and internal forms are updated and consistent with current federal and state employment laws
• Assists with tracking benefits eligibility dates and notifies employees of their eligibility
• Assists with data entry across a variety of HR spreadsheets
• Submits employee benefit enrollments for health insurance, 401k, and Allegiance, and assists with the annual open enrollment process
• Maintains staff directories and contact information
• Orders name tags for staff
• Assists with the processing of employment verifications and unemployment claims
• Helps maintain and organize personnel files
• Assists with various HR projects
• 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
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• 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
• Ability to maintain confidentiality with sensitive information
• Detail oriented with exceptional organization skills
• Ability to remain flexible with shifting priorities
• Service orientation, actively looking for ways to help others
• 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: $21.50 - $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)

Transportation

The Garden is located at 611 SW Kingston Avenue, in Washington Park. Below are the transportation options for staff commuting to the Garden:

• Parking: Staff may park in the numbered spaces throughout Washington Park, which require payment. Additionally, staff may request parking permits from Washington Park. The Garden subsidizes a portion of the cost for parking permits; the cost for staff is $75 during the high season (March – September) and $50 during the low season (October – February).
• Bus Passes: For staff who take public transit as their primary means of commuting to the Garden, we provide paid bus passes. Full-time staff receive a monthly TriMet pass, and part-time staff receive daily passes, based on their work schedule.
• Transportation Stipend: Staff who take any form of alternative transit to get to work qualify for a $5 daily stipend. This includes taking public transit, walking, biking, carpooling, or getting dropped off. The only staff who do not qualify for the stipend are those who are receiving a bus pass through the Garden.

Applications

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. 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.

We encourage all potential applicants to watch our video entitled “Come to Understand: Welcome to Portland Japanese Garden” (5:56 minutes).

• • 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)