Human Resources Specialist

Position Title: Human Resources Specialist

Department: Culture + Equity

Dual Report to: Associate Director of Human Resources

Position Status: Full Time; Salaried; Exempt; At Will

The job description provides a general overview of this position.  The role is expected to evolve over time. The department is looking for a candidate who has the flexibility to adapt to the position and needs of the department.

Overview:  The Human Resources Specialist (HRS) provides day-to-day administration of the Human Resources department, in support of maintaining a productive, high performance and collaborative work culture under the supervision of the Associate Director of Human Resources. The Human Resources Specialist will assist with a variety of department processes to facilitate the successful implementation of initiatives and programs that foster an environment to attract, develop, retain, and engage a creative and adaptable workforce. The role has a specific emphasis on supporting recruiting, benefits administration, payroll, compliance data and reporting, and the coordination of staff training and metrics. This position will also work with the Senior Director of Culture and Equity on specific labor relations needs.

The Human Resources Specialist contributes to a culture of collaboration, community, and respect while embodying the principles of ICA’s Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.

WORKING AT THE ICA:

1. All ICA employees are required to reside in Massachusetts and within commuting distance from our Seaport location as of their first day of work.
2. The ICA offers the flexibility of a hybrid work week, which averages three days a week onsite for employees who are eligible to work remotely (subject to change, and at managers discretion).

Responsibilities:

Recruitment & Onboarding:

• Assist with the recruiting and hiring process by working closely with managers to actively post openings to attract qualified and diverse applicant pools, assist hiring managers with the screening of candidates, interview scheduling, reference process, and maintaining frequent communication with applicants.
• Administer the new hire onboarding process including orientations, logistics and check-ins. Support ongoing staff engagement after onboarding and provide process feedback for continuous improvement.
• Administer CORI check processing.

Benefits Administration, HR Compliance and Reporting:

• Responsible for administration of benefits (including enrollments, changes, terminations, invoice reconciliation) for benefits programs including medical, dental, vision, life and disability insurance, flexible spending accounts, employee assistance program (EAP), and 403(b) retirement plan. Participate in benefit audits and reporting.
• With oversight from the Associate Director of Human Resources process all workers comp claims, FMLA requests, and facilitate PFML/STD/LTD claim requests.
• Answer employee questions on benefits, administer open enrollment of benefits and communications.
• Under direction of Associate Director of Human Resources, complete annual compliance filings and surveys. Ensure compliance notices and posters are up to date and posted in all locations
• Assist the Associate Director of Human Resources in implementing and carrying out Human Resources programs and projects, such as grant reporting, audit requirements, policies and compliance, and handbook review, as needed.

HRIS Support:

• Assist the department in HRIS database management using ADP Workforce Now. Enter employment data for new hires, terminations, status and compensation changes and ensure accuracy and timeliness.
• Assist with bi-weekly payroll and dues processing.
• Assist employees with questions related to timecard entries and payroll inquiries.

Employee Relations:

• Administer and track annual performance review process and new hire 90-day review.
• Serve as first line of contact to employees to answer questions on and ensure understanding of ICA policies, procedures, and benefits. Provide an open line of communication for employees via email, phone, slack, Teams, and/or in person; refer complex and/or sensitive matters to the appropriate HR team member.
• Schedule, conduct and analyze exit interviews and make actionable recommendations based on data.
• Maintain compliance with federal, state, and local employment laws and regulations, and the recommended best practices; Assist with communicating policies and practices to maintain compliance.

Labor Relations + Administration:

• Assist the Senior Director of Culture + Equity in the maintenance of organized files and documentation relating to all Labor matters including grievances, employee relations, benefits and corrective actions.
• Assists the Senior Director of Culture + Equity with calendar management and minutes for all Labor related meetings.
• Maintains understanding and knowledge of CBA for unionized employees and is available to assist employees with questions relating to the agreement.

Training + Development:

• Coordinate internship program, to include communicating with prospective and current interns, intern supervisors and facilitating learning opportunities for interns.
• Review, track, and document compliance with mandatory and non-mandatory training, continuing education, and work assessments. Collaborate with staff and managers to obtain accurate and pertinent information. Trainings areas include, and not limited to, safety, anti-harassment, professional licensure, and certifications.
• Collaborate with the Sr. Director of Culture + Equity to assist with the development of wellness, equity and belonging initiatives to deploy to ICA staff.
• Recommend training topics to Sr. Director for Culture + Equity based on staff feedback to enhance the employee experience, professional development, and ICA work culture. Assist with arranging and hosting events, training and workshops onsite and virtually.
• Oversee administrative logistics of staff Cohorts including scheduling, agendas, materials and metrics

Qualifications:

Education and Experience:

• Bachelor’s degree in human resources, labor relations, or related field. Minimum of two years of professional human resources administration required with experience in a unionized environment preferred.

Required Skills and qualifications:

• Service orientated, collaborative, creative and enjoys engaging with others.
• Excellent interpersonal skills that build trust and instill confidence with employees across the organization.
• Strong and effective communication skills, with the ability to clearly and concisely express ideas and information both verbally and in writing.
• Proactive, entrepreneurial, can operate resourcefully in a fast paced, dynamic environment. Must demonstrate flexibility and adaptability when work assignments or priorities change.
• Highly organized and diligent, attention to detail and follow through. Excels at prioritizing tasks under shifting demands with ability to meet deadlines.
• Proactive, forward thinking and shows initiative; able to work with minimal supervision after basic duties are learned.
• Must demonstrate good judgement and critical thinking skills. Ability to handle sensitive and confidential information with a high degree of professionalism and discretion.
• Excellent time management skills to handle multiple tasks simultaneously and consistently.
• Commitment to working with a diverse constituent base.
• Must be proficient in Microsoft Office Suite, with strong PowerPoint and Excel skills.
• Ability to occasionally work outside of Museum’s business administrative hours, when necessary. 
• Must be able to exchange accurate information with staff, departments, and vendors.

Preferred qualifications:

• Working knowledge of employment laws, preferred.
• Familiarity with labor relations and/or collective bargaining agreements, preferred.
• HRIS and/or payroll processing experience.
• Recruiting and interviewing experience; familiarity with talent recruiting platforms.
• Prior experience analyzing and organizing data, desirable.
• Ability to conduct training programs and make group presentations.

Physical Requirements:

• Possess mobility to work in an office setting and use office equipment; move about throughout the museum, occasional travel offsite to different ICA locations
• Ability to see, listen and talk for extended periods in person, over the telephone and computer, and understand printed materials
• Prolonged periods of remaining stationary working on a computer, standing and/or moving about the office and museum.
• Ability to lift up to 15 pounds, pushing and pulling, keyboarding and gripping

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The ICA offers an excellent benefit package that includes health, dental and vision insurance, disability/life insurance, flexible spending accounts, 403(b) retirement plan, and paid time off.

Salary Range: $67,000 – $73,000 annually

The wage range for this role accounts for a variety of factors used to make compensation decisions including but not limited to skill sets, experience and professional training, and to the organization’s internal compensation structure. It is typical for a new hire to enter their role at the lower end of the stated range based on meeting the minimum qualifications of the position. At the ICA, compensation decisions are dependent on facts and circumstances of each case.

How to Apply:

Interested candidates should send a resume and letter of interest to jobs@icaboston.org. When applying, please include “Human Resources Specialist” in the subject line.