HUMAN RESOURCES ADMINISTRATIVE ASSISTANT

Job Summary:   Administrative Assistant provides support for the Human Resources Department and the office of the CFO, and Business Finance office while serving as the primary resource for back of house document processing and data entry. 

Position Title:     Administrative Assistant

Reports To:         Human Resources Manager

Status:                  Salaried, Non-exempt

Updated:             September 1, 2026

Key Responsibilities:

General

• Arrive on time and ready to work, as scheduled.
• Maintain an accurate record of time worked using web-based time and attendance system.
• Work occasional mandatory overtime, as necessary.
• Work in a professional and cooperative manner with other AMFA associates and employees.
• Maintain a professional, neat, clean, well-groomed appearance. 
• Assist with other duties as assigned.

HR Support

• Obtain and maintain proficiency in HRIS/payroll system and other HR-related applications.
• Assist with the recruitment process by applicant tracking to include forwarding applicant resumes/applications to hiring managers, coordinating interviews, scheduling candidate meetings, maintaining recruitment records, and responding to candidates throughout the selection process.
• Process employee new hire and separation paperwork.
• Assist with preparation and processing of HR documents such as employment contracts, offer letters, and other personnel-related paperwork.
• Assist with new hire onboarding by initializing HRIS/payroll email link, preparing welcome packets, and coordinating with other departments (IT/security/facilities) to establish new employee needs and set up.
• Ensure completion and accurate records of all required staff training.
• Administer and maintain employee personnel and benefits files.
• Enroll new employees in elected benefits on carrier websites.
• Reconcile and process monthly benefits invoices.
• Provide guidance to employees with questions regarding HRIS/payroll system(s) and benefits.
• Help develop and maintain HR-related content on AMFA intranet.
• Periodically process payroll and serve as primary back up.
• Practice discretion and maintain confidentiality while accessing proprietary and personnel information.
• Participate in the development of team building and training activities.
• Assist with organizing and set up employee-related events.

CFO / Business Finance Department Support

• Provide administrative support to the CFO and business finance department, including document and report preparation, data entry, and file management.
• Process invoices using internal processes and applications.
• Assist in the organization of meetings, conferences, and business events.
• Manage and maintain business-related records and databases, including digitizing and electronic filing.

Communication and Correspondence

• Serve as point of contact for internal and external stakeholders, directing inquiries appropriately.
• Draft and proofread emails, memos, reports, and other documents.
• Facilitate communication between HR, business, and other departments as needed.

Calendar and Travel Management

• Manage calendar for HR and CFO, scheduling appointments and meetings.
• Coordinate travel arrangements for department members when required.

Administrative Support

• Order and maintain office supplies, tracking departmental expenses.
• Serve as point of contact for business-related service providers and contractors (copiers, phones, etc)
• Assist in the preparation and distribution of internal communication.
• Handle general administrative tasks such as filing copying, and scanning.

Qualifications, Knowledge, Skills, and Abilities

• Associate degree or higher preferred.
• Minimum 3 years in a similar support position; Prior HR and/or recruiting assistance preferred.
• Familiarity with HR processes and practices is advantageous.
• Prior experience with Paycom preferred.
• Excellent interpersonal and communication skills
• Intermediate skills in Microsoft Business Premium Suite (Outlook, Teams, Word, Excel, PowerPoint)
• Ability to learn and apply new applications quickly.
• Ability to maintain discretion and confidentiality when handling sensitive information.
• Detail-oriented with high level of accuracy.

Working Conditions and Physical Requirements

•  Sitting:  Ability to regularly sit for extended periods (up to five hours) while performing administrative duties, including planning, scheduling, and computer-based work.
• Standing: Ability to regularly stand for prolonged periods (up to five hours) during events, including setup, execution, and breakdown activities.
• Walking: Ability to regularly walk frequently throughout event spaces, offices, and outdoor venues, sometimes over uneven surfaces.
• Climbing Stairs: Ability to regularly ascend and descend stairs multiple times during the workday, as required by event venues and office locations.
• Lifting and Carrying: Ability to occasionally lift, carry, push, and/or pull event-related materials and supplies weighing up to approximately 20 pounds, occasionally more with assistance.
• Manual Dexterity: Ability to regularly use hands and fingers for handling event materials, operating equipment, and using office tools.
• Computer Use: Ability to regularly use a computer, keyboard, mouse, and standard office software for event planning, communication, and documentation.
• Communication: Ability to regularly communicate effectively and professionally, both verbally and in writing, with staff, vendors, clients, and the public in a variety of environments, including noisy event settings.
• Visual Acuity: Ability to see and read printed and digital materials, monitor event details, and observe surroundings to ensure event quality and safety.
• Hearing Acuity: Ability to hear and understand spoken communication in person and over the phone, including in environments with background noise.

• Mobility and Endurance: Ability to maintain physical stamina and mobility to meet the demands of event schedules, which may include evenings, weekends, and extended hours.
• Work is primarily performed inside the Museum, in a working office setting.  This position is in a shared workspace with others and may be prone to interruptions.
• Occasionally exposed to noise levels up to eighty-five decibels.

Note:  This job description is intended to outline the general responsibilities and qualifications of the position and may be subject to change based on the Museum’s specific needs and policies.