Administration Assistant at Santa Barbara Museum of Natural History and Sea Center

Santa Barbara, California, United States -

Full Time

Start Date

Immediate

Expiry Date

26 Jan, 26

Salary

25.0

Posted On

28 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Skills, Payroll Administration, Benefits Administration, Contract Administration, Finance Administration, Confidentiality, Attention to Detail, Time Management, Interpersonal Skills, Problem-Solving Skills, Microsoft Office, Database Management, Customer Service, Teamwork, Organizational Skills, Integrity

Industry

Museums;Historical Sites;and Zoos

Description

Description Title: Administration Assistant Classification: Non-Exempt, Part-Time Department: Administration Reports To: Business Development Officer Wage band: Coordinators & Assistants Level 1 Pay Range: $23.00 - $25.00/ per hour* Mission: The Santa Barbara Museum of Natural History inspires a thirst for discovery and a passion for the natural world. Position Summary: The Administration Assistant will perform a range of administration related duties, including but not limited to benefit administration, payroll administration, contract administration, and finance administration while enforcing company policies and practices. Specific Responsibilities: Maintain the integrity and confidentiality of employee, vendor, and financial files and records. Assist with health and welfare plans, including open enrollment during benefits renewal and general benefits administration support. Reconcile benefits statements and HR related invoices. Assists with year-end processing including W2s, 1095, 1099, etc. as needed. Assist with bi-weekly payroll as needed; review timesheets and distribute paper checks. Process required documents for payroll and insurance providers to ensure accurate recordkeeping and deductions as needed. Assist with periodic audits of payroll, timekeeping, and payroll deductions. Assists with the processing of terminations and preparing final paychecks. Perform customer service functions by answering employee requests and questions about payroll and benefit deductions, referring more complex questions to appropriate employees or management. Assist Finance management in preparing, importing, and posting payroll and expense data batches; enter and import budgets into Financial Edge; and generate related monthly financial reports. Support Finance management with the annual audit, including pulling required documents and verification materials for submission. Demonstrate familiarity with Accounts Payable processes to support the Accounting Clerk as needed, including daily cash counting, credit card activity, bank reconciliations, and associated worksheets. Assist with workers' compensation claims; investigate accidents; advise supervisors on their role with injured employees; and maintain records in compliance with state and federal laws. Assist with unemployment claims and reporting. Assist with the approved drivers list, corresponding with the insurance broker for approvals. Assist in the preparation of a variety of government filings. Set up new vendors in Financial Edge and, if necessary, in TrustLayer. Maintain vendor records. As necessary, create museum vendor agreement documents; send documents to vendors for signature and track receipt for execution, signature, and compliance, including W-9 forms. Assist with 1099 filings in Financial Edge for third-party software processing, including verifying vendor names and tax IDs; ensure correct account setup and modify as appropriate. Coordinate and obtain Business Development Officer approval for any exceptions to contract requirements, contract verbiage, or insurance requirements. Organization-Wide Maintain clean, safe, and organized workspaces. Follow opening/closing procedures and uphold safety and emergency protocols. Supports the Museum’s commitment to diversity, equity and inclusion for fellow staff, guests and the community. Fosters a spirit of teamwork and collaboration by actively supporting colleagues, sharing knowledge, and contributing to a positive work culture. Contributes to a positive guest experience by greeting and addressing any questions when encountering guests as they navigate through the Museum and Sea Center. Assist with other Museum educational and special events as needed and approved by the supervisor. Other duties as assigned. Essential Requirements: Minimum 1 year of administrative or relative experience. Knowledge and understanding of current Federal and State employment laws, including CA wage and hour laws, preferred. Excellent verbal, written, analytical, and problem-solving skills. Strong interpersonal skills and willingness to interact with employees. Team player with a positive attitude. Excellent time management skills with a proven ability to meet deadlines. Strong organization, accuracy, and attention to detail. Confidentiality, discretion, and integrity. Has good computer skills, including competency with Microsoft Office (Outlook, Excel, Power Point). Experience working with a database program (experience with Raisers Edge is highly desirable). Ability to quickly learn about the organization’s HRIS and Payroll management systems (Paylocity). Able to operate a variety of office machinery including copiers, printers, scanners, and fax machines. Preferred Requirements: Experience working with payroll. Experience working with employee benefits. Experience working with vendor contracts. Interest in the natural world and science. Non-profit experience, a plus. Ability to speak conversational Spanish, a plus. Work Environment: This is an onsite position (no remote work). General office environment with occasional work throughout the Museum’s facilities (Sea Center, galleries, conference rooms, and exhibit halls) and outdoors. Significant telephone and computer work (repetitive movement – typing). Frequent sitting, standing, walking, climbing stairs and bending with occasional lifting of light loads (25 lbs.). The incumbent must be able to perform each requirement of the position as outlined in the job description. Essential Requirements are representative and are essential for satisfactory job performance. The Work Environment characteristics are representative of those that may be encountered while on the job. The Museum will make reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. *The pay range above represents the lowest possible rate for the position and the highest possible rate. Factors that may be used to determine where newly hired employees will be placed in the pay range include the employee specific skills and qualifications, relevant years of experience and comparison to other employees already in this role. Most often, a newly hired employee will be placed below the midpoint of the range.

Responsibilities

The Administration Assistant will perform a range of administrative duties including benefit, payroll, contract, and finance administration while enforcing company policies. The role involves maintaining confidentiality of records, assisting with payroll processing, and supporting finance management with audits and reports.